Accounting Specialist- AP

Finance Department

Accounting Specialist- AP

Hours:                 Monday – Thursday

Status:                 Full Time

Reports to:         Finance Supervisor AP

Purpose:

Under the direct supervision of the AP Finance Supervisor, this position will ensure that all check requests are processed in a timely manner, and perform all Accounts Payable duties.

Duties, Functions, and Responsibilities:

1. AP- Analyze and process invoices for payment.  Responsible for maintenance of physical and electronic AP files and records.
2. Petty Cash- Reconcile all petty cash funds as needed.  Responsible for maintenance of physical and electronic Petty Cash files and records.
3. Direct Service Requests- Process check requests for direct services for all programs.  Responsible for maintenance of physical and electronic Direct Services files and records.
4. Mileage Logs- Responsible for collecting, entering into Excel and analyzing all mileage log data.
5. Fuel Credit Card- Download fuel credit card transactions, match with fuel receipts, reconcile and pay.
6. Vehicle Inventory- Responsible for maintaining and updating Vehicle Inventory spreadsheet, including adding of new vehicles and disposal of old vehicles.
7. Vehicle Insurance Allocation- Responsible for allocating monthly vehicle insurance expenses based on mileage log data.
8. Cash Equivalent Inventory- Responsible for processing requests for gas cards, bus passes, gift cards and vouchers.  Reconcile Cash Equivalent Inventory, monthly.
9. Monthly Draw-down Preparations and Filings- Assist with draw-down preparations, including making any changes to AP & Petty Cash documentation, as requested.
10. Maintain all MOU’s, business licenses, 501c3/tax exempt letters and contract files.  Notify pertinent staff of expiration dates.  Scan and upload new documents to the S-drive to share with management staff.
11. Provides assistance with annual audit and 1099 reporting.
12. Coordinates with Accounting Assistant to file and help with other assignments.
13. Other duties, as may be assigned.

Knowledge, Skills, and Abilities:

1. Must be efficient in Quickbooks, Adobe PDF, and Microsoft Office products, including Word, Excel, and Outlook.
2. Must be able to multi-task.
3. Must be able to type 45 WPM and operate a 10-key by touch.
4. Knowledge of non-profit A-133 auditing standards, applicable grant/accounting statutes, ordinances and codes.
5. Requires excellent communication skills, both written and oral.
6. Strong attention to detail.
7. Able to work independently or as part of a team.

Qualifications, Education, and/or Equivalent Experience:

1. High School Diploma or GED
2. Bachelor’s degree in Accounting, or combination of education and experience, equivalent to a minimum of 5 years of non-profit accounting experience.
3. Must pass a background check and pre-employment drug screening.  Random drug testing is performed.
4. Must have a valid NV driver’s license and clean DMV record.  Driver History Reports are required to be submitted on a quarterly basis.