Job Summary The Accounting Specialist supports the accuracy, timeliness, and documentation of the organization's daily and monthly accounting activities. The position has primary responsibility for accounts payable processing, oversight of three major corporate credit-card accounts, daily deposit entry, employee benefit reconciliations, electronic recordkeeping, and grant-related accounting support. The Accounting Specialist works closely with the Chief Financial Officer, Senior Staff Accountant, department managers, Fundraising staff, and external vendors to obtain required approvals and supporting documentation, meet established deadlines, and maintain complete audit-ready records. Essential Duties and Responsibilities

• Process accounts payable transactions accurately and timely, including reviewing invoices and payment requests for appropriate authorization, coding, supporting documentation, and grant or departmental classification before entry into QuickBooks Online.
• Monitor incoming invoices and follow up promptly with managers and other staff to obtain completed authorization forms, explanations, receipts, and other required documentation so payments are not delayed.
• Maintain and use the monthly recurring-payment checklist for utilities, leases, subscriptions, and other scheduled obligations; verify that payments are processed by their due dates and promptly investigate missing or unusual charges.
• Prepare the weekly accounts payable payment file and supporting check report for CFO review and bank upload, and reconcile vendor statements as needed.
• Oversee the accounting workflow for the organization's three major corporate credit-card accounts. Track charges and online submissions, follow up on missing receipts or approvals, enter all charges accurately in QuickBooks Online, reconcile each statement monthly, and ensure timely payment.
• Use the organization's electronic credit-card charge and check-request systems to monitor requests from submission through completion. Create, combine, name, and organize PDF support files and attach documentation electronically to QuickBooks Online or the appropriate recordkeeping system, limiting paper printing whenever practical.
• Receive checks delivered through the mail and identify whether each item represents a donation, grant reimbursement, program payment, or other revenue. Prepare and record deposits, scan checks through the bank's remote-deposit system, and distribute required daily deposit reports.
• Record online donations in QuickBooks Online each business day and provide timely reporting to the Fundraising Department for reconciliation to the donor-management system.
• Record Thrift Store cash deposits and credit-card settlement activity, research differences, and maintain complete supporting documentation.
• Maintain the required audit log for receipts of $5,000 or more and retain appropriate supporting documentation.
• Reconcile employee benefit invoices and payments to ADP payroll deduction reports each month; research discrepancies and help ensure eligible employees receive the correct benefits.
• Support the Senior Staff Accountant with grant preparation and monthly grant accounting, including gathering invoices, proof of payment, credit-card support, payroll or other documentation, and reports needed for reimbursement requests and fiscal monitoring.
• Ensure expenses are recorded to the appropriate general ledger account, department/class, customer/project, and grant based on available documentation and established procedures; elevate unclear coding questions before posting when needed.
• Document all corrections, reclassifications, adjustments, voids, refunds, and disputed transactions with a clear explanation, required approvals, and complete supporting backup.
• Maintain electronic and physical accounting files in an orderly, audit-ready manner. Complete filing and document cleanup at least weekly so records remain current.
• Protect confidential financial, donor, employee, and vendor information and follow internal control, records-retention, and approval procedures.
• Complete assigned daily, weekly, and monthly responsibilities within established deadlines. Maintain a steady and efficient workflow; when routine responsibilities are current, proactively proceed to assigned accounting projects, cross-training, filing, grant support, or other departmental priorities.
• Perform other accounting and administrative duties as assigned. Required Qualifications
• Bachelor's or associate degree in Accounting, Finance, or a related field; or at least two years of relevant accounting experience. A comparable combination of education and experience may be considered.
• Hands-on experience with QuickBooks Online, including transaction entry, account and statement reconciliation, classes or departments, customers/projects, and electronic attachment of supporting documentation.
• Strong Microsoft Excel skills, including accurate data entry, sorting and filtering, formulas, reconciliations, and preparation of organized schedules. Proficiency with Microsoft Word, Outlook, and PDF creation and management is also required.
• Demonstrated accounting knowledge and experience with accounts payable, deposits, credit-card reconciliations, general ledger coding, and documentation standards. Knowledge, Skills, and Abilities
• Excellent attention to detail, accuracy, organization, and follow-through.
• Ability to prioritize competing responsibilities, manage recurring deadlines, and complete work promptly without sacrificing accuracy or internal controls.
• Strong written and verbal communication skills and the ability to communicate professionally and respectfully with employees, managers, donors, vendors, financial institutions, and other external contacts.
• Ability to follow up appropriately and persistently when approvals, receipts, explanations, or other required documentation are outstanding.
• Adaptability and a positive, solution-oriented response to changes in procedures, technology, priorities, staffing, and organizational needs.
• Sound judgment and the ability to identify discrepancies, research routine issues, ask appropriate questions, and escalate concerns timely.
• Ability to work independently with minimal supervision while contributing cooperatively as a member of the Accounting team.
• Commitment to the organization's mission, vision, values, and standards of professional conduct.

Physical Demands and Work Environment The physical demands described here are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The employee is regularly required to sit; frequently required to stand, walk, use hands, reach, speak, and hear; and occasionally required to lift or move up to 25 pounds. Specific vision abilities include close vision and the ability to adjust focus. Work is performed primarily in an office environment with a moderate noise level and periods of high activity. Work Schedule and Location

• Full-time, in-person position, generally scheduled during regular business-day hours.
• Occasional schedule flexibility may be required to meet accounting deadlines and organizational needs.

Job Type:

Full-time Pay:

$28.00 - $30.00 per hour

Benefits:

Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance Application Question(s): What level of experience in Microsoft excel skills? What level of experience in QuickBooks online? When entering invoices into A/P, what steps do you take to help prevent duplicate invoice entry? A-rely on the accounting system to alert B enter invoices as received without a standard format C Consistently enter invoice numbers exactly as shown D wait until month-end to reconcile and identify if any duplicates. Have you used a consistent internal invoice system for utility invoices that you've used each month? When keying an accounts payable invoice which of the following is required information needed for accurate input. A-vendor name, invoice date, invoice number, general ledger account, description, amount and department. B-vendor name, check number, employee name, bank balance and payment method C-invoice amount, payment date, vendor address and due date D-vendor name and invoice amount only. A supervisor submits a check request to pay a vendor, but the request lists an income (revenue) account number instead of an expense account number. What should you do? A- Process the payment as submitted to avoid delaying payment B-Change the account number without notifying the employee C-Contact the supervisor for clarification and explain that a vendor payment should generally be coded to an expense account D-Process the request as the supervisor must know what they are doing?

Experience:

Accounting:

2 years (Preferred)

Work Location:

In person