Accounting Specialist

Adopt-a-Family of the Palm Beaches•Lake Worth, FL

5h•Hybrid

About The Position

The Accounting Specialist supports the Finance team by processing vendor payments, maintaining accurate documentation, and ensuring timely and compliant accounts payable activity. The role reviews invoices, verifies coding and authorization, prepares payment batches, and assists with vendor and grant related financial tracking. This position contributes to reliable financial reporting through schedule maintenance, reconciliations, and preparation of correcting entries. The Accounting Specialist collaborates closely with the Accounting Manager, Staff Accountant, CFOO, and program staff to support audits, grant billing documentation, and cross department financial needs. Strong attention to detail, organization, and a commitment to learning are essential to supporting the accuracy and efficiency of the Finance department.

Requirements

Associate’s degree in Accounting, Business Management, Finance or related field required; Bachelor’s degree preferred
May substitute 60 semester hours with relevant coursework in finance, accounting, or business math, combined with required experience
One year of experience in accounting
Proficient in Microsoft Office Suite including Word, Excel (advanced), Outlook and SharePoint
Skilled in specialized accounting software (experience with MIP and Ramp a plus)
Excellent written and oral communication skills
Ability to establish and maintain effective working relationships
Ability to communicate financial information clearly across teams
Ability to maintain confidentiality, integrity and dependability
Strong attention to detail and accuracy
Excellent organization and analytical skills
Ability to handle multiple assignments, prioritize tasks, and meet deadlines
Adaptability to change and evolving responsibilities
Work is performed in standard office environment
Hybrid work schedule eligibility may be considered following a 90-day probationary period and subject to supervisor approval
Position involves prolonged periods of computer use and sedentary work sitting at a computer
Prolonged periods of sitting
Able to bend and lift over your head
Able to lift a minimum of 25 pounds

Responsibilities

Invoice & Payment Processing Review all check and payment requests for proper authorization, signatures, funding source, and supporting documentation
Ensure expenses are allowable under agency, program, and grant guidelines
Assign correct general ledger (GL), program, sub-program, and client code
Create Accounts Payable (AP) batches in accounting system from approved invoices and check requests
Present AP batches for review and approval to the Accounting Manager or Staff Accountant; obtain final approval from the CEO or designated staff and respective Board Member
Print checks and coordinate Board of Director (BOD) signatures, as applicable, including dual signature for checks of $2,500.00 or more
Scan signed checks and manage distribution (mailing or retention for pickup), per instructions
Ensure ACH/EFT payments are processed accurately
Return all voided or spoiled checks to the Staff Accountant
File copies of checks and supporting documentation in appropriate vendor or grant file
Retrieve cancelled check copies from online banking for billing and audit purposes
Courteously respond to payment inquiries from vendors, landlords, and internal staff
Enter invoice and payment data into Grant Register
Monitor and verify grant balances are sufficient to cover requested expenses; notify Staff Accountant and Accounting Manager low remaining funds
Assist Staff Accountant with monthly reconciliation of Grant Registers
In collaboration with the Finance team, compile, reconcile and review monthly grant reimbursement billings and expenditures; prepare supporting documentation for CFOO review and CEO approval
Investigate discrepancies between registers and GL detail
Prepare correcting entries for CFOO to review, then posting
Review grants terms to ensure proper segregation of allowable and unallowable costs
Prepare the Grants Register and its reconciliation to the general ledger for final review by the Accounting Manager
Obtain required vendor documentation and submit to Staff Accountant for Vendor Master File maintenance
Administer the agency's Accounts Payable email account
Maintain W-9 folder for accurate issuance of MISC 1099 forms
Maintain monthly AP billing schedule to ensure timely receipt, authorization and payment of invoices
Maintain Excel schedules for Rent, Escrow, Security Deposit, and Tuition
Collaborate with Program Managers and CFOO to keep schedules accurate and current
Perform monthly reconciliations of Rental Income, Escrow, Security Deposit, and Tuition
Investigate discrepancies between schedules and GL details; prepare correcting entries for Accounting Manager to review and post
Analyze and reconcile balance sheet accounts monthly
Reconcile accounting system with the development database monthly
Collaborate with Staff Accountant on credit card receipts, GL coding, and authorization tracking
Assist with all Department projects, as assigned, including grant and financial statement audits
Assist CFOO and Accounting Manager as necessary
Assist Special Events team as necessary
All other duties as assigned
Participate actively in all agency staff meetings, team meetings and collaborative projects to support organizational goals and build professional skills
Understand and follow clearly defined roles, responsibilities, and performance expectations to contribute effectively to departmental success
Take initiative in learning new tasks and responsibilities that support team operations and build confidence in independent work
Seek out opportunities for coaching, mentorship, and constructive feedback to support personal growth and career development
Participate in professional development opportunities such as webinars, certifications, or cross-training within the organization