Accounting Specialist

Job Type

Full Time

Salary

Minimum: $47,000
Maximum: $50,000

Published

07/25/2018

Application Deadline

08/17/2018

Address

520 NW Davis St, Suite 215
Portland
OR
97209
United States

Description

Cascade AIDS Project (CAP), the oldest and largest AIDS Service Organization (ASO) in Oregon and Southwest Washington, is committed to supporting and empowering all people with or affected by HIV, reduce stigma, and provide the LGBTQ+ community with compassionate healthcare. Learn more about us at http://www.cascadeaids.org/.


CAP is excited to announce that we are currently hiring an experienced Accounting Specialist to perform a variety of specialized, complex, confidential, technical and administrative support work for the Finance and Operations teams, interacting with staff across the agency. The scope of work requires a high level of tact, discretion and judgment as well as a thorough knowledge of agency policies, procedures and the Collective Bargaining Agreement (CBA). This position handles sensitive personnel information and is required to maintain a high level of confidentiality. This is a full-time 1.0 FTE position, which reports to the Accounting Manager.


Responsibilities include: 


Finance

In the Finance Department, regular duties include processing both Accounts Payable (AP) and Accounts Receivable (AR) billing/invoicing. For AP, this consists of verifying that authorized approvals are present, appropriate account coding, invoice extensions, reasonableness of goods and services purchased and, where applicable, documenting evidence of the receipt of goods. As part of accounts payable, the AS also manages the agency credit cards and the monthly statement reconciliation process using the same guidelines. Exceptions are brought to the attention of the Accounting Manager. The incumbent also maintains the vendor list and W-9’s, works with vendors to resolve claims and issues, enters data, creates reports, initiates check runs and obtains signatures, distributes and mails checks and files Accounts Payable records. Accounts Receivable consists of initiating timely closing of all transactions every month so accurate invoices can be prepared for billing all of CAP’s federal contracts. The AS is responsible for tracking contract terms and maintaining all contract files, ensuring they are in order for the annual federal audit. 


As needed, the AS assists the Accounting Manager in maintaining the general ledger, reconciling bank accounts, recording cash receipts, creating journal entries, generating financial statements, writing reports and performing other duties as assigned.


Human Resources

The AS will also be cross-trained to be the administrator for the online payroll, HR and timesheet system, including user administration, data maintenance and processing payroll on a bi-weekly schedule. In the absence of the Human Resources Associate/ Payroll Specialist, the AS will assist the HR Administrator with maintaining accurate, up-to-date personnel and other employee related files; compiling new hire and termination document packages and performing onboarding and off boarding for new hires and terminations including personnel policies and benefits education meetings. The AS will support research of HR issues and information; documentation of hires/ terminations/promotions, reporting employee statistics, and other duties as assigned. 


Operations

Regular duties for Operations include daily processing of the agency incoming mail with the Receptionist, and daily processing of the outgoing mail including delivery to the post office. 

The person in this position is stationed in the CAP main office and may need to travel throughout the six-county service area for meetings. Evening and weekend work is occasionally required. This is an exempt, non-union position.


ESSENTIAL JOB FUNCTIONS:

1. Receives invoices, verifies documentation, authorization, coding, payment terms and reasonableness of purchased goods and services. Enters invoice information into accounts payable software and prepares payments in an accurate and timely manner.

2. Prepares and implements weekly check runs and facilitates signing of checks.

3. Ensures proper documentation accompanies checks and distributes checks to appropriate person(s) or mail system for delivery. Ensures only authorized use of agency checks by maintaining checks in a secure manner.

4. Maintains appropriate internal control over the disbursement of agency funds as authorized.

5. Downloads monthly agency credit card statement data and produces reconciliation Excel workbook for cardholders. Ensures credit cards are reconciled within established guidelines. 

6. Maintains accounts payable files in an accurate manner, ensuring information is readily retrievable.

7. Maintains vendor list, ensures that W-9 forms are obtained from vendors, and prepares annual 1099 forms for vendors, as appropriate.

8. Assists Accounting Manager in preparation of: monthly program billings; bank deposits (including cash receipts recording).

9. Enters monthly data from 3rd party medical insurance billing vendor into MIP Accounting system.  

10. Acquires necessary skills to be proficient in report writing, financial statement preparation, and general ledger maintenance including journal entries, account reconciliations, and deposits within acceptable timeframe.

11. Assists receptionist with the opening of incoming mail as well as processing daily finance-related outgoing mail.

12. Cross-trains with Payroll/HR Specialist to provide back-up on:

a) All steps needed for processing bi-weekly payroll using Paychex Flex online; 

b) Preparing payroll reports;

c) Maintaining organizational statistics on hires/terminations/promotions, etc.

13. Other duties as assigned.


Required Qualifications: 

• Bachelor degree in accounting or a related field from an accredited college or university.

• 2-3 years’ experience in varied accounting functions such as Accounts Payable, Accounts Receivable, Payroll, reconciliations or bookkeeping.

• Knowledge of the principles, methods, and procedures used in Accounts Payable and Accounts Receivable.

• Strong initiative & self-starter with analytical skills to effectively solve problems.

• Must be a perfectionist by nature, with no tolerance for financial sloppiness.

• Highly skilled in dealing with financial and numeric data and in Excel.

• Demonstrated computer proficiency in other Microsoft Office software (Word, Powerpoint and Outlook), relational database software and internet research.

• Excellent organizational skills – ability to multi-task and manage time and outcomes effectively.

• Excellent written and verbal communication skills, including experience conducting trainings to small groups of people.

• Ability to cultivate and maintain professional relationships across a multicultural spectrum of organizations and professionals.

• Ability to work independently with accountability; exercise sound judgment and discretion; maintain confidentiality.

• Successful experience working with ethnic, racial, economic and sexually diverse populations.

• A strong commitment to CAP’s mission.


Preferred Qualifications: 

• Experience with Abila MIP Fund Accounting.

• Experience with Paychex payroll processing.

• Experience managing and tracking contracts and grants.

• Experience administering an online timesheet system.

• Working knowledge of basic HR concepts.


Compensation: $47,000-$50,000 annually, depending on experience and skills; employer-paid health, dental, vision, short-term and long-term disability and life insurance; 401(k) retirement plan with generous employer matching contribution, 125C cafeteria savings plan; generous vacation and health leave benefits. 


Closing Date: August 17, 2018.



Benefits

Compensation: $47,000-$50,000 annually, depending on experience and skills; employer-paid health, dental, vision, short-term and long-term disability and life insurance; 401(k) retirement plan with generous employer matching contribution, 125C cafeteria savings plan; generous vacation and health leave benefits. 

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

jobs@cascadeaids.org
http://www.cascadeaids.org/about/careers/

To apply for this position, mail, email, fax, or deliver the following three documents: 

1) a complete cover letter (attached as Word or pdf) that serves as an example of your writing and addresses how you meet all of the required qualifications specific to the position you are applying for, 

2) your resume, and 

3) a completed CAP Employment application (available at http://www.cascadeaids.org/about/careers/) to:


Cascade AIDS Project

Accounting Specialist Position

520 NW Davis St., Suite 215

Portland, Oregon 97209


Fax: 503-223-6437


Or by email to:

jobs@cascadeaids.org


Cascade AIDS Project is an Equal Employment Opportunity/Affirmative Action Employer

People of color, women, LGBTQ individuals and people living with HIV are strongly encouraged to apply


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