Accounts Specialist

CHILDRENS HARBOR•Norfolk, VA

5d•$42,000 - $63,000

About The Position

The Accounts Specialist supports the financial operations of Children’s Harbor, initially taking primary responsibility for full-cycle accounts payable. The role processes and maintains vendor invoices, payment records, disbursements, and supporting documentation in accordance with generally accepted accounting principles and organizational policies. After demonstrating proficiency in accounts payable, the employee progressively assumes additional duties involving revenue posting, payroll processing, and grant reporting. The position works with center leadership, employees, vendors, and the Finance Department to ensure transactions are accurate, timely, authorized, and fully documented. The role also supports finance operations and internal controls, including reporting, reconciliations, audits, budgeting, and assigned organizational projects. It primarily operates in a professional office environment and uses computers, telephones, and standard office equipment. Employment with Children’s Harbor is at will, subject to applicable law.

Requirements

Associate degree in accounting, business administration, finance, or a related field; relevant experience may be considered in lieu of the degree requirement.
At least three years of progressively responsible accounts payable, payroll, bookkeeping, or accounting experience.
Working knowledge of computerized accounts payable, general ledger activity, basic accrual accounting principles, and internal controls.
Working knowledge of payroll practices, wage and hour requirements, payroll taxation, deductions, and garnishments, or demonstrated ability to learn these requirements.
Proficiency with Microsoft Excel and experience using accounting, payroll, timekeeping, and database systems.
Ability to maintain confidentiality and handle payroll, banking, employee, vendor, and financial information with discretion.
Demonstrated ability to reconcile detailed data, identify discrepancies, meet recurring deadlines, and manage multiple priorities accurately.
Strong written and verbal communication skills and ability to work effectively with employees, managers, external agencies, vendors, and auditors.

Nice To Haves

Bachelor’s degree.
Hands-on payroll processing experience.
Experience with QuickBooks and Procare.

Responsibilities

Perform full-cycle accounts payable, including receiving, reviewing, coding, entering, and processing agency invoices.
Verify invoices and supporting documentation for accuracy, authorization, account and cost-center coding, and compliance with organizational procedures.
Coordinate with center directors, department managers, and vendors to resolve invoice discrepancies, obtain approvals or documentation, and respond to payment inquiries.
Prepare payment batches and disburse authorized checks or electronic payments according to the payment schedule and internal controls.
Generate and review accounts payable aging and routine reports; identify past-due items, duplicate invoices, unusual transactions, and unresolved exceptions for management review.
Maintain vendor records, payment documentation, tax forms, and accounts payable files in accordance with record-retention requirements.
Assist with accounts payable reconciliation, month-end and fiscal year-end close, and audit requests related to vendor transactions and disbursements.
Provide accounting support to center and department managers regarding invoices, expenses, financial documentation, and business contracts within assigned responsibilities.
After completing applicable training and demonstrating proficiency, post revenue, deposits, receipts, and related adjustments using approved documentation and coding procedures.
Reconcile posted revenue to supporting reports, bank activity, funding records, and other source documentation; research and communicate discrepancies.
Support payroll processing, including review of time and attendance information, data entry, payroll adjustments, deductions, and authorized special payments.
Reconcile payroll before transmission, validate confirmed payroll reports, maintain supporting documentation, and escalate exceptions to the Director of Finance and Human Resources as appropriate.
Assist with voluntary and benefit deductions, garnishments, child support orders, tax levies, and other required payroll transactions under established procedures.
Support quarter-end and year-end payroll activities, including payroll tax documentation and W-2 or W-2c processing, as assigned.
Support grant reporting by compiling financial schedules, transaction detail, payroll allocations, invoices, supporting documentation, and other requested data.
Assist with grant expenditure tracking, reporting deadlines, audit support, and reconciliation of grant-related activity to the general ledger.
Assist the Director of Finance and Chief Executive Officer with budget preparation, financial schedules, statistical data, audit requests, and special accounting projects.
Prepare routine and ad hoc financial and operational reports and identify unusual trends, exceptions, or control concerns for management review.
Follow segregation-of-duties, authorization, documentation, record-retention, and confidentiality requirements.
Assist with supply inventory, tracking, and ordering for centers, as assigned.
Assist with bulk mail, mail merges, grant proposals, research projects, workshops, annual meetings, and other organizational projects, as assigned.
Recommend practical improvements to finance workflows and adapt to changes in systems, processes, organizational needs, and regulatory requirements.
Perform other related duties as assigned.