Accounting Specialist

SUMMARY

This position is primarily responsible for all accounting work necessary to insure accounts payable and/or accounts receivable is processed in accordance to established policies and procedures in an efficient, timely, and accurate manner for the Macon Housing Authority, its affiliates, and properties or programs managed by the Authority. This position also performs a range of general clerical and accounting support functions to the Finance department such as filing documents, reconciling statements, assembling financial data for auditors and other accounting projects. This position requires excellent time management, communication, organizational and 10-key by touch skills. Reports to the Accounting Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Core duties and responsibilities include the following. Other duties may be assigned.

• Sort and distribute incoming mail.
• Prioritize invoices according to cash discounts and payment terms; Pay vendors by monitoring discount opportunities.
• Verify federal ID numbers; obtain and update W-9s for all vendors; Maintain all vendor ledgers.
• Perform all aspects of the accounts payable function by matching purchase orders to invoices and entering invoices into the software according to department policies and deadlines; file and distribute checks accordingly.
• Review and verify invoices and check requests for appropriate documentation and approval prior to payment; Identify errors and discrepancies and resolve before processing.
• Complete payments and control expenses by receiving, processing, verifying, and reconciling invoices.
• Charge expenses to accounts and cost centers or properties by analyzing invoice/expense reports; post journal entries by means of accounts payable batches.
• Prepare and process weekly payments to all vendors; prepare and process monthly Utility Reimbursement Payments (URP) to residents and Housing Assistance Payments (HAP) to Section 8 landlords.
• Process check request and issue payments for over 30 accounts; issues over 4,000 checks each month.
• Maintain a log for all A/P checks, manual checks, wires, deposits, wires, stop payments and invoices.
• Resolve purchase orders, contract, invoice or payment discrepancies and documentation; contact purchasing agent or vendor to resolve issues; inform Accounting Manager of any discrepancies or problems via e-mail or interoffice memo.
• Ensure credits are received for outstanding memos; issue stop payment request; process replacement check
• File or route source documents after entry.
• Maintain files and documentation thoroughly and accurately for all accounting documents in accordance with company policies, established work procedures, and accepted accounting practices to ensure immediate retrieval of documents by finance personnel and auditors.
• Assemble financial data for internal and external auditors.
• Prepare or assist in preparing any reports or returns, including 1099-Rs, 1099-MISCs, required by state or federal agencies.
• Assist the Accounting Manager and Finance Director with maintaining a procedure manual of accounts payable tasks for documentation of policies and procedures, and for backup assistance when such assistance becomes necessary.
• Research and recommend procedures to improve the effectiveness and efficiency of the accounts payable function.
• Assist with month-end closing or other accounting projects as needed.

• Work effectively with colleagues by practicing collaborative problem solving, punctuality, and respect for deadlines to ensure goals are met for the Finance department and internal and external clients.

• Work to maintain an unmodified audit opinion and a three percent or less error rate determined by internal and external auditors and reviews conducted by Accounting Manager and Finance Director.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

EDUCATION AND/OR EXPERIENCE

Associate's degree in accounting or finance is required or equivalent from a two-year college or technical school with courses in accounting; two to three years related experience and/or training; or equivalent combination of training, education and experience. Must be proficient in 10-key touch and Microsoft Office, with an ability to operate accounting software and spreadsheet programs.

REQUIRED LICENSES, CERTIFICATIONS, STIPULATIONS

Must possess and maintain a valid Georgia driver’s license, proof of personal auto insurance, and a driving record acceptable to the Authority’s insurance carrier. Must be available to work overtime as business dictates.