Accounting Specialist I

This role involves timely processing of purchases, entering and paying bills, and applying accounting principles to analytical, evaluative, and advisory work. Attention to detail is critical due to high data-entry volume. Effective communication with clients, employees, and vendors is required, along with adherence to industry-specific policies and regulations, including HIPAA and state licensing requirements.

Responsibilities

• Accounts Payable (AP)
  • Process vendor invoices and post business transactions, ensuring proper program coding and fund allocation.
  • Verify financial data for maintaining Accounts Receivable records.
  • Review and process invoices for appropriate documentation.
  • Track contract and service agreements to ensure compliance with terms and conditions.
  • Process and issue payments through checks, ACH, and wire transfers in accordance with internal controls.
  • Print, obtain signatures for, and distribute checks.
  • Reconcile credit card statements.
  • Enter 1099 information in the accounting software.
  • Respond to and investigate vendor inquiries.
  • Reconcile vendor statements, research, and correct discrepancies.
• Accounts Receivable (AR) & Donations
  • Record incoming donations, grants, and program revenue.
  • Generate invoices for fee-for-service programs or reimbursable grants.
  • Track pledged donations and follow up as needed.
  • Reconcile donation and revenue records with CRM or donor management systems.
• Grant and Fund Accounting
  • Allocate expenses to the correct grants, programs, or restricted funds.
  • Monitor grant budgets and spending to ensure compliance with funder restrictions.
  • Assist in preparing financial reports required by funders.
  • Track grant receivables and report on fund balances.
• Administrative & System Support
  • Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
  • Prepare reports for management.
  • Process and pay employee reimbursements and mileage.
  • Provide clerical support necessary to pay obligations of the organization.
  • Protect business against unintentional overpayment.
  • Contribute to team effort by accomplishing related tasks to achieve results, as needed.
  • Complete special project assignments upon request of CAO.

Requirements

• High School Diploma, GED, or equivalent.
• Two years of accounting experience, an accounting certificate from a trade school, or an associate’s degree.
• Proficiency in Microsoft Office Suite.
• Must pass an extensive background check and comply with drug testing requirements.
• Reliable transportation is required.
• Must meet minimum licensure annual training requirements (Administrators, Health & Safety, and HIPAA training).

Skills

• Ability to learn new methods and adopt them.
• Skilled in documentation, problem-solving, and data analysis.
• Knowledge of Accounts Payable process and financial chart of accounts.
• Effective verbal and written communication.
• Professional interaction with employees, consumers, and vendors.
• Strong mathematical computation skills (percentages, fractions, addition, subtraction, multiplication, and division).
• Ability to understand and operate computer systems.
• Knowledgeable of HIPAA regulations.
• Critical thinking and ability to analyze, interpret, and evaluate data.
• Strong problem-solving skills to identify patterns and areas for improvement.

Work Environment

This is a typical office setting with long periods of sitting in front of a computer. The environment may occasionally experience moderate noise levels.

Physical Demands

• Sitting, standing, walking, lifting, carrying, reaching, pushing, pulling.
• Repetitious computer and phone use.
• Talking to people.
• Occasional lifting requirements of up to 50 lbs.

Travel

Less than 10% local travel expected for this position.

Preferred Qualifications

• Associate’s degree or higher level of education.
• Knowledge of programs and services for individuals with disabilities.
• Experience working with nonprofit organizations.
• Previous work with state licensures and related annual audits.

Pay

$40,000–$45,000 per year.