Accounting Specialist

JOB OVERVIEW

The Accounting Specialist supports the Finance team by processing vendor payments, maintaining accurate documentation, and ensuring timely and compliant accounts payable activity. The role reviews invoices, verifies coding and authorization, prepares payment batches, and assists with vendor and grant related financial tracking.

This position contributes to reliable financial reporting through schedule maintenance, reconciliations, and preparation of correcting entries. The Accounting Specialist collaborates closely with the Accounting Manager, Staff Accountant, CFOO, and program staff to support audits, grant billing documentation, and cross‑department financial needs. Strong attention to detail, organization, and a commitment to learning are essential to supporting the accuracy and efficiency of the Finance department.

• Review all check and payment requests for proper authorization, signatures, funding source, and supporting documentation
• Ensure expenses are allowable under agency, program, and grant guidelines
• Assign correct general ledger (GL), program, sub‑program, and client code
• Create Accounts Payable (AP) batches in accounting system from approved invoices and check requests
• Present AP batches for review and approval to the Accounting Manager or Staff Accountant; obtain final approval from the CEO or designated staff and respective Board Member
• Print checks and coordinate Board of Director (BOD) signatures, as applicable, including dual signature for checks of $2,500.00 or more
• Scan signed checks and manage distribution (mailing or retention for pickup), per instructions
• Ensure ACH/EFT payments are processed accurately
• Return all voided or spoiled checks to the Staff Accountant
• File copies of checks and supporting documentation in appropriate vendor or grant file
• Retrieve cancelled check copies from online banking for billing and audit purposes
• Courteously respond to payment inquiries from vendors, landlords, and internal staff

• Enter invoice and payment data into Grant Register
• Monitor and verify grant balances are sufficient to cover requested expenses; notify Staff Accountant and Accounting Manager low remaining funds
• Assist Staff Accountant with monthly reconciliation of Grant Registers
• In collaboration with the Finance team, compile, reconcile and review monthly grant reimbursement billings and expenditures; prepare supporting documentation for CFOO review and CEO approval
• Investigate discrepancies between registers and GL detail
• Prepare correcting entries for CFOO to review, then posting
• Review grants terms to ensure proper segregation of allowable and unallowable costs
• Prepare the Grants Register and its reconciliation to the general ledger for final review by the Accounting Manager

• Obtain required vendor documentation and submit to Staff Accountant for Vendor Master File maintenance
• Administer the agency's Accounts Payable email account
• Maintain W-9 folder for accurate issuance of MISC 1099 forms
• Maintain monthly AP billing schedule to ensure timely receipt, authorization and payment of invoices

• Maintain Excel schedules for Rent, Escrow, Security Deposit, and Tuition
• Collaborate with Program Managers and CFOO to keep schedules accurate and current
• Perform monthly reconciliations of Rental Income, Escrow, Security Deposit, and Tuition
• Investigate discrepancies between schedules and GL details; prepare correcting entries for Accounting Manager to review and post
• Analyze and reconcile balance sheet accounts monthly
• Reconcile accounting system with the development database monthly

• Collaborate with Staff Accountant on credit card receipts, GL coding, and authorization tracking
• Assist with all Department projects, as assigned, including grant and financial statement audits
• Assist CFOO and Accounting Manager as necessary
• Assist Special Events team as necessary
• All other duties as assigned

• Participate actively in all agency staff meetings, team meetings and collaborative projects to support organizational…