Accounting Specialist

A Non-profit in Somerset County is looking to fill a position for an Accounting Specialist/Assistant. The individual will be primarily responsible for AP duties and assisting with some accounting and inventory responsibilities as well.


JOB TITLE:   Accounting Specialist – A/R A/P G/L

DEPARTMENT: Finance
                             
CATEGORY OF EMPLOYMENT / STATUS:  Support Staff

CATEGORY OF EMPLOYMENT / CLASSIFICATION:  Full Time, Exempt

JOB / FUNCTION SUMMARY:   Perform all accounting duties relating to this position as detailed below.  Provide accurate and timely reports and information to the Assistant Director of Finance and the Director of Finance.  Assist the Finance Management in quality compliance reviews to ensure proper quality work products.  Verify the accuracy and reasonableness of the agency’s accounting records to the respective detail support data.  In a customer service mode, be an information resource for other Finance Department staff members and employees of the agency. 

LOCATION:  Generally, duties are performed at the Agency’s main office in Somerset County,.  From time-to-time duties may be performed at other Agency locations in Somerset County.

FUNCTIONS TO BE PERFORMED (DUTIES & ASSIGNMENTS):

Core Accounting Specialist Functions - performed by all Accounting Staff include the following but are not limited to those functions listed below:
 

1. Perform all accounting duties relating to the posting of computerized accounting functions.   Providing accurate and timely reports from the accounting software system and manual records.

 

1. Being a resource to all Arc employees for financial information.  Replying to all staff questions in a timely manner.  Following up on pending items until they are properly resolved.

 

1. Working as a “team player” to assist other Finance Department staff members in the completion of their individual workloads.  Continuing to improve knowledge base on the individual specialty area (i.e. Supply and Food Management) and other areas of responsibility.  Provide leadership and training to new employees with all aspects of the Department’s operation.  Acting as department head in the absence of the Finance Director, Asst. Director and Accountant.    

4.    Cash and Check Processing:
Maintaining control of the cash and checks submitted to the Finance Department on the daily sheet for deposit into Agency, Camp, HUD and Foundation bank accounts.  Items not deposited the same day must be placed in the Finance Department safe. Preparing appropriate accounting system entries to record the funds received.

 

1. Inventory (Supplies and Food) Management:

• Assisting, as necessary with all tasks within the confines of agency policies/procedures/ internal controls to complete routine inventory control tasks. 
• Maintain an up to date listing of all supplies and food needed and properly categorize them by use, program/department, movement, volume, value and some other measure.
• Research best pricing for the items needed to bring cost savings to the organization.
• Perform actual purchase of supplies and food as well as preparation/coordination of payments.
• Perform periodic audit that includes reconciliation of inventories to book records as well as visits to the programs to do cycle counts and observe actual usage.
• Ensure discrepancies are identified, corrected and prevented
• Identify and recommend process and program improvements as well as cost saving opportunities as appropriate. Report to manager areas of concern regarding issues with inventory control.
• Prepare reports such as inventory balances, price lists, shortage lists, lists of defective or damaged product, etc. for analysis and recommendations
• Communicate financial impact, discrepancies and areas of improvement to management.
• Ensure appropriate actions are taken to develop positive business relationships and to meet expectations of internal and external customers
• Escalate issues to supervisor for resolution, as deemed necessary.

7.     Audit Functions:

• Actively participate in the audit fieldwork, providing auditors with supporting documents and account analysis reports for State or external audit firms.
• Help reconcile any discrepancies and provide explanation on basis of expense allocation.
• Answer any questions the auditors may have.

 

1. Payment analysis, follow up and resolution of open invoices on a monthly basis.

 

1. Camp billing administration, collection and reconciliation.

 

1. Recording of fund transfer.

 

1. Coordination with program directors/staff to ensure proper billing, compliance and collection.

 

1. Other Accounting Functions as assigned by the immediate supervisor or Director of Finance.

 

1. The employee agrees to cooperate with the agency and DDD Staff during any inspection or investigation.

IMMEDIATE  SUPERVISOR:  Assistant Finance Director  

DIRECTION OF OTHERS:  None

POSITION WITHIN TABLE  OF  ORGANIZATION:  See Table of Organization

EDUCATIONAL  EXPERIENCE / TRAINING REQUIREMENTS:   A BA or BS diploma, with or without experience.

EQUIPMENT USAGE: Must be capable of independent operation of computer-based programs, calculator and other general office equipment.  Prior use of computer accounting software desired but not required.

JUDGMENT AND INITIATIVE REQUIREMENTS: Must be able to make good judgement decisions on financial related duties assigned to the position.  Must use initiative in resolving problems and questions.  Must have the ability to use available resources to resolve problems. 

COMMUNICATION  SKILLS:  Must be able to relate finance terms and transactions to other non-accounting staff member in replying to questions and concerns.  Must communicate well both orally and in writing English.  Must have a consumer service attitude in replying to questions from other staff members, outside vendors and other contacts.

WORKING CONDITIONS / HAZARDS:  The behavior of consumers may change dramatically without obvious cause, which may create, at times, hazardous situations.

PHYSICAL DEMANDS:   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   While performing the duties of this job, the employee is frequently required to stand, walk, and sit.  The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SALARY RANGE:  As per Agency salary guide.

DATE EFFECTIVE : 

DISCLAIMER CLAUSE:  This job description and specifications are not intended and should not be construed to be an exhaustive list of all job responsibilities, skills or working conditions associated with this position. The above is intended to be an accurate reflection of the principal requirements of the position within the Agency’s operation.  Additional duties may be assigned by the immediate supervisor at any time and thus become requirements of the position to be completed by the employee.


Revised:  12/03, 12/16, 2/17; 10/31/2018, 9/17/2021,10/2021