Accounting Assistant

The Accounting Assistant has the primary responsibility of supporting the Finance Director and Chief Operations Officer in the management of vendor payments, banking, audit preparations, reporting and other financial concerns. The Accounting Assistant is responsible for keeping precise records of payments made and owed and must work collaboratively with other accounting professionals to perform audits of all transactions. Provides administrative support to the Finance Department and COO and serves as backup to the Senior Accountant and Grant Billing Specialists.  

RESPONSIBILITIES

Accounting:

• Perform the processing and recording of accounts payable transactions and ensure that all invoices and staff reimbursements are paid accurately and in accordance with Finance policies and procedures.
• Respond to queries from suppliers, customers and staff.
• Prepare and maintain accurate reports.
• Keep track of all company credit card spending and make payments on credit accounts.
• Perform bank reconciliations.
• Assist COO and Finance Director with preparation and support of annual audit.
• Create any Journal Entries needed to properly report transactions in the agency general ledger.
• Track financial procedural adherence and communicate regularly with appropriate Manager, Director or Chief Officer regarding status.

• Ensure a current W-9 is on file for applicable vendors. Prepare and distribute annual 1099s and submit 1096 details to the IRS.
• Provide support and back-up on all agency financial issues.
• Use agency resources (financial and non-financial) prudently.
• Acknowledge and follow financial policies of the agency.
• Work with all staff to troubleshoot challenges with purchasing transactions in Sage and/or vendor follow-ups related to payments.
• Monitor outstanding checks, follow up with vendors accordingly and follow the required unclaimed property guidelines. Track and maintain gift cards.
• Work alongside the Grant Coordinator to ensure all grant financial reporting requirements are submitted timely and accurately.
• Obtain and file appropriate supporting documentation for auditing purposes.
• Serve as the backup to the Senior Accountant, to include recording of invoices and payments.
• Serve as backup to the Grant Billing Specialist during vacations and peak times.
• Assist the Finance Director and COO with reports related to financial matters of the agency.
• Respond to all vendor inquiries in a timely manner.
• Train and develop all agency staff on the use of Sage.
• Periodically update all agency staff on new or updated financial policies and procedures, as needed.

• Other projects as directed for Finance.

Administrative:

• Other duties as assigned.

Customer Service:

• Provide service to internal and external customers according to standards as outlined in ForKids Customer CARE Manual. 
• Handle confidential information professionally, discreetly, and appropriately.

Financial Management:

• Use agency resources (financial and non-financial) prudently.
• Acknowledge and follow financial policies of the agency.

Community Engagement:

• Participate in development and fundraising activities as needed and requested (ex: meeting with donors, providing tours, attending fundraising events).
• Regularly engage, support and collaborate with volunteers to provide a meaningful experience.

Education and Experience: Associate's degree in finance/accounting or relevant experience may be considered. 

Essential Functions, Knowledge, Skills and Abilities:

• An organized mindset and attention to detail.
• Highly developed sense of integrity and commitment to customer satisfaction.
• Strong organizational skills and ability to prioritize workload in order to meet tight deadlines in a fast-paced and dynamic work environment.
• Excellent analytical and problem-solving skills
• Be able to demonstrate attention to details and good record keeping.
• Team player and can collaborate with other teams in the organization.
• Demonstrate a proficient level of professional skill and/or knowledge in accounting and keep current with developments and trends. 
• Knowledge and ability to use applicable information technology and systems to meet work needs.
• Excellent communication skills, written and verbal, with the ability to clearly communicate issues to all levels of management.
• Ability to work independently and efficiently and problem-solve with little direction.
• Ability to multitask effectively to meet deadlines and stay task-focused despite frequent interruptions while still responding to requests for assistance in a timely manner.