Accounting Specialist

SCOPE OF RESPONSIBILITY

The Accounting Specialist supports the agency’s financial functions under the supervision of the Finance Manager. Core responsibilities include managing accounts payable and receivable, assisting with payroll processes, and performing other related financial tasks. This position requires excellent organizational skills, attention to detail, and the ability to work independently within a framework of established policies and procedures. Professionalism and high standards of integrity and public representation are expected in all tasks.

In addition to financial responsibilities, this role may involve cash handling, benefits administration, correspondence, and maintaining accurate financial records.

• Accounts Payable and Accounts Receivable: Process and record accounts payable transactions, including warrant preparation, vendor account management, and communication with vendors.
• Accounts Receivable: Process and record accounts receivable transactions, including invoice preparation, customer account maintenance, and communication with customers.

• Cash Handling and Financial Management: Prepare and process bank deposits (physical cash and electronic deposits) including the receipting of agency revenues and reporting deposit information to the Treasurer's office.
• Reconcile accounts, including general ledger and cash accounts, ensuring accuracy and completeness.
• Assist in preparing financial statements, completing month-end close processes, and supporting budget preparation efforts.

• Payroll Assistance: Support payroll processing, including timesheet reviews, wage adjustments, and leave tracking.
• Administer employee benefits activities and maintain related payroll deductions.
• Prepare provider payment requests and applicable worksheets as needed.
• Prepare and file IRS reports, including W-9s and other required tax documentation.

• Compliance and Reporting: Assist in the preparation of the annual financial report and support external audit processes.
• Support grant applications, billing, and compliance reporting.

• Asset Management and Process Improvement: Help manage fixed assets, maintain databases, and perform annual inventory checks and disposal of asset and non-asset items.
• Contribute to the implementation of accounting system changes and updates to processes and policies.
• Responsible for office inventory management and tracking (e.g., computer parts and accessories, ordering and managing spares such as APCs, mice, keyboards).

• Additional Responsibilities: Serve as a point of contact for inquiries related to accounts receivable/payable and financial policies.
• Collaborate with the Finance team to set objectives, meet department goals, and complete annual targets.
• Assist department heads in maintaining and reconciling spreadsheets for internal tracking and compliance reports.
• Fuel balancing, billing, and state excise tax rebates.
• Perform other duties as assigned.

• Associate degree in accounting, Finance, or a related field preferred, or equivalent work experience.
• At least two years of relevant accounting or finance experience.
• Experience in a government or nonprofit setting is preferred.
• Foundational knowledge of accounting principles, financial management, and payroll processes.
• Familiarity with generally accepted accounting principles and government accounting standards.
• Understanding of budgeting, auditing processes, and financial reporting requirements.

• Technical Proficiency:
  • Microsoft Office Suite Expertise:
    Proficiency in Excel (Advanced Level), Word, and Outlook.
  • Excel:
    Advanced knowledge of formulas, pivot tables, data validation, and data processing for financial analysis and reporting.
  • Accounting Software:
    Experience with Microsoft Dynamics GP (Great Plains) preferred or similar enterprise accounting software.
  • Relational Databases:
    Familiarity with relational database structures, ability to query and extract financial data, and experience working with structured financial data sets.
  • Financial Reporting Systems:
    Experience generating and analyzing financial statements and reports within an accounting system.
• Organization and Accuracy: Strong…