Accountant

Job title: Accountant

Reports to: Chief Financial Officer

FLSA Status: Exempt / Full Time

Date Issued: March 2021

POSITION SUMMARY:

The accountant performs accounts payable, accounts receivable, and accounting functions according to established procedures or as directed by the Chief Financial Officer. The accountant maintains internal contacts with the entire administrative staff and external contact with vendor accounts receivable and government funding accounts payable departments.

The essential functions of the job include but are not limited to the duties listed in the job description.

Employee may be required to carry out additional duties as assigned by Supervisor.

ESSENTIAL JOB FUNCTIONS:

Through the employee’s own efforts, the employee accomplishes the following essential functions:

1) Accounts Payable-Responsible for the processing and verification necessary to ensure accurate payment of all legitimate invoices on a timely basis by means of the following procedures:

1. Verifies invoices for quantity, unit price, extension, and discount.
2. Routes miscellaneous invoices to proper people for approval for payment.
3. Verifies accounting account numbers to invoices coded on site for proper distribution in financial statements.
4. Coordinates schedule for computer time for voucher reports, remittance advices, checks and journals.
5. Maintains a log of invoices vouched batch number and dollar amount.
6. Maintains file of vouched invoices waiting for payment.
7. Issue checks as needed and upon special request or in accordance with schedule based on availability of funds.
8. Attaches original invoices to duplicate copy of check for permanent record of paid invoices.
9. Maintains the file of paid invoices.
10. Communicates with shelter/programs regarding errors or questions on invoices.
11. Coordinates the efforts of additional help required to meet above schedules.
12. Verifies month end totals of Accounts Distribution, Cash Disbursements and Open Items reports and coordinate closing to the general ledger.

2) Accounts Receivable- Responsible for the processing and verification necessary to ensure accurate daily maintenance of customers’ accounts by means of the following procedure:

1. Post checks received daily to aged trail balance to maintain a running record of unpaid invoices.
2. Prepares remittance advises of outstanding receivables.
3. Maintains the file of copies of all invoices, debits and credits issued to government funders.
4. Maintains computerized monthly invoicing file.
5. Communicates with government funders regarding their accounts.

3) Accounting- responsible for accurate preparation of information, debit and credit memos and journals necessary to produce the financial statements in accordance with established procedures.

4) Responsible for various accounting functions:

1. Maintains daily bank balance and verifies daily.
2. Prepares a detailed report of deferred income and prepaid expenses to the profit-and-loss statement.
3. Maintains the Capital Asset record.
4. Assists the Accounting Manager in the preparation of periodic miscellaneous reports and surveys for senior officials, government units, and year-end audit.
5. Prepares bank reconciliations on monthly basis for payroll and shelter operation accounts for review by Chief Accountant.
6. Prepares monthly analysis of balance sheet accounts including receivables, payables, and exchange for review by Chief Accountant.

4) Funding source reporting- responsible for preparation of reporting to funding agencies including:

1. Monthly expense reimbursement reports.
2. Budget modifications as needed in consultation with Chief Accountant, Shelter Administrator and Business Manager.
3. Other reporting as necessary or required by Funding Agency.
4. Maintain tracking of disallowed expenditure reimbursement for future collection.

1. Attends staff meetings as requested.
2. Employee may be required to carry out additional duties as assigned by Supervisor

ADDITIONAL JOB FUNCTIONS:

COMPETENCIES:

To perform the job successfully, an individual demonstrates the following competencies.

QUALIFICATIONS:

To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or ability required.

1. Minimum Required Education & Experience:
   • Bachelor’s Degree in Accounting or related field
   • 1 to 3 years of specialized experience in all relevant contractual payroll functions, including maintenance, preparation, balancing, internal control, and payroll taxes.
   • 1 to 3 years’ experience in non-profit accounting.

1. Preferred Education & Experience:
   • Bachelor’s Degree in Accounting or related field
   • 2 years related experience.
   • Previous work experience with homeless population, MICA, or Veterans community

1. Computer Skills:
   • Proficient in computer software programs (QB online, Word, Excel, Power Point, CARES, etc.)
2. Language skills:

• Excellent verbal and written communication skills. Reads and comprehends simple instructions, short correspondence, and memos; Writes simple correspondence; Presents information in one-on-one and small groups situations outside stakeholders, clients, and other employees.
• Bilingual is preferred