Accounting Specialist

The Accounting Specialist is responsible for reconciling accounts payable and receivable accounts as well as reviewing and posting credit card transactions; data entry into accounting software; balancing department budgets; invoicing clients; ensuring prompt payment of bills; and maintaining a comprehensive financial filling system. The Accounting Specialist must maintain the highest level of integrity and lead by example in all areas. Specific duties include but are not limited to:

Essential Duties and Responsibilities and Expectations:

Accounts Payable/Accounts Receivable:

• Enter and balance accounts receivable/payable/credit card transactions on a daily basis.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
• Receive, record, and bank all deposit items weekly.
• Code accounts payable and accounts receivable transactions according to company procedures.
• Reconcile NetSuite reports with program managers to ensure program budgets executed.
• Correctly transfer payroll details from manual data processing sheets in to NetSuite.
• Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.
• Reconcile or note and report discrepancies found in accounting records.
• Monitor credit card charges, payment discrepancies, refunds, returns and miscellaneous charges
• Debit, credit, and total accounts on computer spreadsheets and databases, using NetSuite accounting software.
• Match order forms with accounts payable transactions.
• Calculate and prepare checks for utilities, taxes, and other payments.
• Compile statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.
• Access computerized financial information to answer general questions as well as those related to specific accounts.
• Comply with federal, state, and company policies, procedures, and regulations.
• Maintain orderly financial filing system

Other General Duties:

• Assist Program Managers with recording and monitoring grant reimbursements and updating grant budgets on a monthly basis.
• Assist Fiscal Accountant with completing and submitting tax forms and returns, workers' compensation forms, pension contribution forms, and other government documents.
• Prepare financial reports from NetSuite.
• Prepare trial balances of NetSuite.
• Assemble financial data for audit sampling.
• Communicate CDFI payments from clients and record payments in accordance with DownHome.
• Receive and record travel authorizations, review travel vouchers and ensure all receipts are included to ensure accuracy.
• Assist management with other accounting projects in the office
• Perform general office duties, such as filing, answering telephones, and handling routine correspondence.
• Other duties as may be assigned or requested.

Minimum Qualifications (Experience/Education):

• Associate Degree in Accounting preferred plus a minimum of two years of work experience directly related to accounting, or equivalent education and work experience to fully meet the qualifications for the position.
• Must have at least one year of cash-handling experience to include the reconciliation and preparation of daily deposit; and bank reconciliation and monitoring credit card transactions.
• Strong working knowledge of accounting software systems and MS Office is required.
• Previous experience with non-profit and grant-funded accounting is a plus.

• Experience working with Native American populations is a plus.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must have valid Montana State driver’s license.
• Maintains certification and licensures when applicable.

SPECIAL REQUIREMENTS

• Must meet all annual training and system requirements to maintain access to required computer systems.
• Must maintain proper licensure/certification and registration; if required. 
• Must participate in and support HIPAA training, as needed and required.
• Must adhere to NADC policies regarding professional conduct. 
• Must participate in pre-hire drug test and random drug tests thereafter, if required. 
• Must pass a background check.
  
• COVID-19 vaccination preferred.
• May be required to attend evening meetings to participate in organization-sponsored events.

Competencies or Knowledge, Skills and Abilities (KSA’s):

• Skilled in operating computers programmed with accounting software to record, store, and analyze information.
• Skilled in operating 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.

• Must demonstrate proven ability to meet assigned deadlines
• Must be skilled in accomplishing a large workload; solving complex situations with varying interests; finding solutions considering various factors; managing challenging situations; effective communication; and teambuilding.
• Demonstrates competency in establishing and maintaining effective working relationships with providers, management, employees, and contacts outside the organization
• Proven ability to work with others at all levels within the organization and collaborate effectively across levels.
• Must demonstrate excellent communication, interpersonal, problem-solving, and administrative skills

• Proven computer and clerical proficiency using a wide variety of programs and office equipment.
• Outstanding organization and follow-up skills.

• Proficient in using Microsoft Office applications (Word, Excel, Access, Outlook, database software) and Internet resources.

Physical Demands & Working Conditions:

• Work is primarily in an office environment.
• Incumbent must move, stand, bend, or kneel on an intermittent basis.
• Frequently sit, with continuous full use of hands, repetitive movement, keyboarding, and clear vision, as well as speak and hear normal conversation.
• Requires high attention to detail with frequent deadlines, and internal and external social interaction.
• Intermittent, moderate physical effort, moving or carrying 5 to 25 pounds.
• Incumbent is occasionally exposed to on-street driving and moving vehicles with an overnight stay away from home.
• Work hours are generally Monday through Friday, 8AM to 5PM, but will include early morning and/or evening meetings and events.