Program Account Specialist

About the Role

The Program Account Specialist maintains program-level ledgers of an accounting system, ensuring all program systems reconcile to funding amounts.

Responsibilities

• Create and review invoices and statements, verifying information, ensuring sufficient funds have been obligated, and resolving discrepancies with program staff.
• Analyze and reconcile job cost reports with operating reports, contacting program staff, researching causes of discrepancies, and ensuring correct invoicing.
• Handle all aspects of the program invoices cycle and project-specific accounting duties.
• Create client invoices with appropriate documentation and approval prior to submittal.
• Support reconciliation of credit card statements.
• Perform month-end and fiscal year-end closing.
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
• Obtain authorizations and approvals as necessary.
• Confirm vendor payment documents, ensure proper cost coding and funding, and sign AP vouchers for payment.
• Reconcile vendor statements to vendor accounts and research discrepancies with vendors.
• Ensure proper and consistent coding of all invoices and costs pertaining to the project.
• Reconcile and process cash account reports.
• Reconcile program-level accounts receivable.
• Communicate with vendors as needed.
• Match invoices to checks, obtain signatures for checks, and distribute checks accordingly.
• Support Accounting with 1099 maintenance.
• Ensure all vendors are paid when due.
• Assist in review and posting of expense reports.
• Other duties as assigned.

Requirements

• High School Diploma (working knowledge of government contracting accounting practices preferred).
• 3-7 years’ experience, ideally gained through increasing responsibility within Finance/Accounting.

Skills

• Strong attention to detail.
• Strong problem-solving skills.
• Basic accounting principles knowledge.
• Data analysis and multi-tasking skills.
• Proficient with Microsoft Suite (Word, Excel, and email business software).
• Ability to work effectively as part of a team with a good attitude.
• Ability to work under minimal supervision and demonstrate self-motivation.
• Ability to work in a fast-paced environment on multiple tasks.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to effectively present information in one-on-one and small group situations.
• Ability to perform mathematical computations (percentages, fractions, addition, subtraction, multiplication, and division) quickly and accurately.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to work independently to meet time-critical deadlines.

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Occasionally stand, walk, sit, use hands/fingers to handle objects/tools/controls, operate office equipment, reach with hands and arms, climb stairs, balance, stoop, kneel, talk, hear, taste, or smell.
• Occasionally lift and/or move up to 25 pounds.

Work Environment

General office environment. Some travel, both domestically and internationally, may be required based on business demands.