Accounting Specialist, FT, FTE 1.00

POSITION TITLE: Accounting Specialist

REPORTS TO: Director of Finance and Operations

DIRECT REPORTS: None

FLSA STATUS: Non-Exempt; Regular Full-Time; Employment-at-Will Position

SCHEDULE: Full-time, 40 hours per week, generally Monday through Friday during Kanza Mental Health & Guidance Center's normal hours of operation.

WORK LOCATION:

This position is based primarily at Kanza Mental Health & Guidance Center's Hiawatha, Kansas office. Occasional travel to other organizational locations may be required.

PURPOSE:

The Accounting Specialist supports the daily financial operations of Kanza Mental Health & Guidance Center through accounts payable, general bookkeeping, purchasing, and financial recordkeeping. This position is responsible for processing financial transactions, coordinating organizational purchases, maintaining accurate accounting records, and assisting with routine financial activities.

The Accounting Specialist works under the direction of the Director of Finance and Operations to ensure financial transactions and purchases are accurate, properly documented, and completed in accordance with organizational policies and procedures.

ESSENTIAL JOB FUNCTIONS:

1. Accounts Payable and Vendor Management

• Receive, review, and process invoices and payment requests.

• Verify invoices for accuracy, appropriate approvals, and supporting documentation.

• Assign expenses to appropriate general ledger accounts, departments, and programs.

• Prepare vendor payments in accordance with established procedures.

• Maintain accurate vendor records and reconcile vendor statements.

• Communicate with vendors regarding invoices, payments, and discrepancies.

• Monitor outstanding invoices and payment deadlines.

• Maintain organized payment records and assist with annual 1099 reporting.

2. Purchasing and Ordering

• Serve as the primary contact for organizational purchasing requests and supply orders.

• Review and approve routine purchase requests within established authorization limits.

• Coordinate purchases requiring additional approval with the Director of Finance and Operations.

• Order office supplies, equipment, furniture, and other organizational materials.

• Obtain quotes, compare pricing, and identify cost-effective purchasing options.

• Communicate with departments regarding purchasing needs and order requests.

• Track orders, deliveries, returns, and outstanding purchases.

• Maintain purchasing records, including approvals, receipts, and invoices.

• Ensure purchases follow organizational budgets, purchasing policies, and approval requirements.

3. General Bookkeeping and Financial Transactions

• Perform routine bookkeeping and financial data entry.

• Record expenses, payments, deposits, transfers, and other financial transactions.

• Maintain accurate general ledger records and supporting documentation.

• Review transactions for proper account classification and completeness.

• Prepare routine journal entries as assigned and approved.

• Identify and resolve routine accounting discrepancies.

• Maintain organized financial records within the accounting system.

4. Bank Reconciliations and Cash Management

• Reconcile bank accounts, credit cards, and assigned general ledger accounts.

• Review bank statements and financial transactions for accuracy.

• Investigate and communicate discrepancies or unusual transactions.

• Record and reconcile deposits and other incoming payments.

• Maintain accurate reconciliation documentation.

• Complete assigned reconciliations within established deadlines.

5. Financial Reporting and Accounting Support

• Assist with monthly and year-end accounting procedures.

• Prepare routine financial schedules, spreadsheets, and supporting documentation.

• Assist with tracking departmental and grant-related expenditures.

• Support financial reporting and audit preparation by gathering requested documentation.

• Maintain organized financial records in accordance with retention requirements.

• Assist the Director of Finance and Operations with other accounting activities as assigned.

6. Confidentiality and Compliance

• Maintain confidentiality of organizational financial, employee, vendor, and client information.

• Follow established accounting procedures, purchasing policies, and internal financial controls.

• Ensure financial transactions and purchases have appropriate documentation and approvals.

• Maintain accurate and secure financial records.

• Report discrepancies, unauthorized purchases, or financial concerns to the Director of Finance and Operations.

• Complete required organizational and job-specific training.

7. Team Collaboration

• Assist staff with purchasing procedures, invoices, and required documentation.

• Communicate effectively with vendors, staff, and organizational leadership.

• Support improvements to accounting and purchasing processes.

• Perform additional routine accounting and administrative duties as assigned.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required.

• Previous experience in bookkeeping, accounts payable, purchasing, or related administrative work preferred.

• Basic knowledge of accounting and financial recordkeeping.

• Experience with accounting software, such as QuickBooks, preferred.

• Proficiency in Microsoft Office, particularly Excel.

• Strong organizational skills, attention to detail, and accuracy.

• Ability to manage multiple responsibilities and meet deadlines.

• Effective communication and problem-solving skills.

• Ability to maintain confidentiality and follow established procedures.

• Ability to work independently and collaboratively with others.

PREFERRED QUALIFICATIONS:

• Associate degree in accounting, finance, business administration, or a related field.

• Experience with QuickBooks Online.

• Experience processing vendor payments, reconciling accounts, and coordinating purchases.

• Familiarity with nonprofit accounting.

PHYSICAL AND WORK ENVIRONMENT REQUIREMENTS:

• Ability to perform primarily sedentary office work.

• Frequent use of computers, telephones, and standard office equipment.

• Occasional lifting or moving of office supplies and materials.

• Ability to travel between organizational locations as needed.

ADDITIONAL RESPONSIBILITIES:

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive or comprehensive list of all duties, responsibilities, tasks, or expectations associated with the position.

Employees may be required to perform additional duties or responsibilities as assigned by their supervisor or Kanza Mental Health & Guidance Center based on operational, financial, regulatory, or organizational needs.

COMPENSATION: This is an hourly, non-exempt position. The starting wage will be determined based on the selected candidate’s education, relevant experience, qualifications, internal equity, and Kanza Mental Health & Guidance Center’s established compensation structure. 

SALARY AND WAGE DISCLAIMER: Any wage, salary, or compensation range provided in a job posting, advertisement, or other recruitment material represents Kanza Mental Health & Guidance Center’s good-faith estimate of the compensation expected for the position at the time of posting. Actual compensation may vary based on factors including, but not limited to, education, licensure or certification, relevant experience, qualifications, internal equity, organizational needs, and applicable compensation guidelines. Nothing contained in a job posting or job description constitutes a guarantee of a specific wage, salary, compensation level, or future wage increase.