Accounting Specialist

Inlivian•Charlotte, NC

24d•Onsite

About The Position

The Accounting Specialist assists with agency accounts payable and cash receipts, including processing vendor and credit card payments, depositing and recording payments received, and maintaining related accounting records. The position reviews, enters, and posts invoices; processes and mails checks; allocates charges; verifies 1099 vendor setup; and codes, enters, and posts cash receipts. The role also handles purchasing card transactions, payment files and deposits, sales and use tax tasks, monthly payment letters, and files and vendor information. The employee works under general instructions and established procedures, initiates routine duties independently, and consults the supervisor when guidelines do not cover a situation. The position has no supervisory duties and requires professional, tactful contact with coworkers, residents, vendors, and business firms. Work affects the Authority’s credit standing and budget and supports its ability to provide housing and resident services.

Requirements

Two-year associate degree from an accredited college or university, or graduation from a licensed business college with five years of progressively responsible experience in bookkeeping, accounting, finance, or a closely related field, or an equivalent combination of education and experience.
Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
Knowledge of North Carolina sales and use tax requirements, IRS 1099 rules, and general accounting principles.
Ability to perform work independently after receiving general instructions.
Intermediate mathematical ability, including working with real numbers, fractions, percentages, ratios, proportions, and measurements.
Intermediate writing skills for reports, business letters, expositions, and summaries, with appropriate format, punctuation, spelling, and grammar.
Considerable skill in using Agency computer equipment, Microsoft Outlook, Excel, and Word, and general office machines including a 10-Key calculator.
Ability to handle sensitive and confidential information effectively.
Ability to establish and maintain effective, professional, and tactful working relationships with coworkers and people outside the Agency.
Must possess a valid North Carolina or South Carolina driver’s license.
Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
Must be able to bend, stoop, push, and pull in performing office-related duties and use fingers bilaterally and unilaterally to operate office equipment.
Must have vision and hearing corrected to perform essential job functions.
Must be able to perform essential job functions in an environment that sometimes includes increased work-related stress.
Must be able to maintain punctuality and attendance as scheduled.

Responsibilities

Assist with opening daily mail and date-stamping received items.
Verify invoice details, including vendor number, purchase order number, property, quantity, price, general ledger account, receipt confirmation, and receipt date.
Ensure vendor payments are timely, including to take advantage of discounts.
Enter and post invoices in the financial accounting system, split paid charges to the site level, verify batch totals, and file invoices.
Contact vendors or staff to clarify information, request information, or address problems such as price variances or quantity discrepancies.
Research past-due invoices and statements.
Process purchasing card transactions for employees; match receipts to statements, verify purchase orders and procurement requirements, contact staff about missing or unclear information, and enter statements into the computer system.
Maintain vendor information, verify vendor addresses and non-incorporated vendor setup for 1099 reporting, verify reportable amounts, print and mail 1099s, and submit 1096 forms to the IRS by the deadline.
Select invoices for payment; print, fold, and mail checks and direct deposit notices; send positive-pay check information and electronic payment files to the bank; stop, void, or reissue lost or incorrect payments; research check information; and check daily for fraudulent checks.
Assist with calculating accrued sales tax on tangible goods, run monthly sales and use tax general ledgers, complete North Carolina sales and use tax forms, and submit any required payment before the deadline.
Allocate payments for monthly financial reports; create Excel worksheets with property, amount, general ledger, date, and notes information; verify property charges; and submit files to Accounts Receivable for upload.
Contact vendors to request refunds or removal of late fees and verify confirmations for vendor attorney letters.
Make corrections and adjustments through journal entries.
Ensure business reply mail is charged to the correct department and prepare a daily Excel spreadsheet detailing mail.
Maintain the file room and retrieve files for staff inquiries.
Upload daily MoneyGram payment files into Agency software and create and submit validation files to MoneyGram for tenant payments.
Prepare miscellaneous deposits and scan them to the bank; enter internal ACH deposits based on advice received from accounts payable; and enter HUD draws received from other employees into Agency software.
Prepare monthly payment letters to residents, make copies or scans, and return incorrect or unaccepted payments to residents.
Perform other duties as assigned.
Maintain confidentiality, punctuality, and scheduled attendance; participate regularly in continuous improvement and education.