Accounts Specialist

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FULL TIME Norfolk, VA, US

30+ days ago Requisition

Salary Range: $42,000.00 To $63,000.00 Annually

The Accounts Specialist supports the financial operations of Children’s Harbor, with initial and primary responsibility for full-cycle accounts payable. The position processes and maintains vendor invoices, payment records, disbursements, and supporting documentation in accordance with generally accepted accounting principles and organizational policies. After demonstrating proficiency in accounts payable, the employee will progressively assume additional responsibilities, including posting revenue, processing payroll, and supporting grant reporting.

The Accounts Specialist works closely with centre leadership, employees, vendors, and the Finance Department to ensure transactions are accurate, timely, properly authorised, and fully documented.

• Perform full-cycle accounts payable functions, including receiving, reviewing, coding, entering, and processing agency invoices in the accounts payable system.
• Verify invoices and supporting documentation for accuracy, appropriate authorisation, correct account and cost‑centre coding, and compliance with organisational procedures.
• Coordinate with centre directors, department managers, and vendors to resolve invoice discrepancies, obtain missing approvals or documentation, and respond to payment inquiries.
• Prepare payment batches and disburse authorised checks or electronic payments in accordance with the established payment schedule and internal controls.
• Generate and review accounts payable ageing and other routine reports; identify past‑due items, duplicate invoices, unusual transactions, and unresolved exceptions for management review.
• Maintain complete and orderly vendor records, payment documentation, tax forms, and supporting accounts payable files in accordance with record‑retention requirements.
• Assist with accounts payable reconciliation, month‑end and fiscal year‑end close, and audit requests related to vendor transactions and disbursements.
• Provide accounting support to centre and department managers regarding invoices, expenses, financial documentation, and business contracts within the role’s assigned responsibilities.

The following responsibilities will be assigned progressively after the employee demonstrates consistent accuracy, timeliness, and proficiency in accounts payable and completes the applicable training:

• Post revenue, deposits, receipts, and related adjustments to the accounting system using approved documentation and established coding procedures.
• Reconcile posted revenue to supporting reports, bank activity, funding records, and other source documentation; research and communicate discrepancies.
• Support payroll processing in accordance with the established payroll calendar, including review of time and attendance information, data entry, payroll adjustments, deductions, and authorised special payments.
• Reconcile payroll prior to transmission, validate confirmed payroll reports, maintain supporting documentation, and escalating exceptions to the Director of Finance and Human Resources as appropriate.
• Assist with voluntary deductions, benefit deductions, garnishments, child support orders, tax levies, and other required payroll transactions under established procedures.
• Support quarter‑end and year‑end payroll activities, including payroll tax documentation and W‑2 or W‑2c processing, as assigned.
• Support grant reporting by compiling…