Staff Accountant (In-Unit Position)

About AccessMatters

AccessMatters, a non-profit, public health organization located in Center City Philadelphia, envisions a future where every person has the health care and information they need to thrive. In service to that vision, AccessMatters’ mission is to protect, expand, and enhance access to sexual and reproductive health care and information for all people. Our team strives to advance our mission in accordance with these guiding principles: (1) sexual health is an essential component of health and wellbeing across the life span; (2) access to quality, affordable health care – including sexual and reproductive health care – is a fundamental human right; (3) every person, family, and community deserves to be treated with dignity and respect; (4) programs and services should be evidence-based, prevention-focused, and person-centered; (5) organizational excellence is best achieved through a culture of various perspectives, innovation, and accountability; (6) clients, volunteers, staff, partners, and supporters should be treated with kindness, dignity, and respect in a trauma-informed and culturally responsible environment; and (7) everyone deserves a caring workplace environment that fosters trust, teamwork, creativity, and work-life balance where work is enjoyable and where staff are supported in their professional development and their pursuit of excellence.

Job Summary

Reporting to the Chief Operating Officer, the Staff Accountant is primarily responsible for processing accounts receivable, accounts payable, cash receipts, and cash disbursements. The Staff Accountant

provides operational and project support to the Fiscal Department, including sub-recipient contracts administration, records management, and other duties as assigned.Staff Accountant provides support with month and year end reports. Additionally, this position provides support to the Fiscal team for audits and grants compliance. This position is full time and exempt.

Essential Functions:

Reporting to the Chief Operating Officer, the Staff Accountant will:

Process Accounts Payable, Receivable, & Cash Disbursements

• Review invoices and disbursement requests, prepares account payable vouchers for payment, verifies and/or completes payment of invoices associated with accounts payable and ensures payments are charged to the appropriate accounts, prepares and process accounts payable checks, wire transfers and ACH payments.
• Prepares the cash receipts deposit entries for entry into the general ledger.
• Provide assistance and serve as back-up to Senior Accountant as needed with accounts receivable. This includes verifying that all funder invoices are recorded on a timely basis in the accounts receivable aging, that the accounts receivable system coding is accurate, and the collection of funds is made timely.
• Reconciles provider and vendor payments and resolves discrepancies.
• Monitors accounts to ensure payments are accurate and up to date.
• Prepare, enter, and maintain vendor and provider files including contracts.
• Manage day-to-day relations, correspondence, and inquiries with vendors and providers.
• Primary banking contact for file transmissions, verifications, and accurate and correct pay through the bank’s positive pay system.
• Produce monthly reports (such as Accounts Payable Aging, etc.).
• Monitor outstanding checks over thirty days each month and follow up with vendors and providers to submit invoices for processing.
• Maintain petty cash and work with internal stakeholders to manage transit and gift card purchases for distribution to program participants.
• Manage postage and shipping vendor accounts and equipment, pull postage from mail, and process shipping invoices.
• Manage and coordinate contract process around fiscal responsibilities and maintain controls to assure proper execution by both parties; monitor payments to ensure compliance with contract terms.
• Manage gift cards, and transit cards for all programs, including tracking and rectifying participant distribution.

Process Accounts Receivable and Cash Receipts

• Record funder invoices and deposits into the accounting system; applies credit memos.
• Provide administrative support for Funder contract and invoice processing, including assistance in meeting Funder documentation requirements.

Prepare Financial Reports and Analytics

• Perform daily review of bank balances and partner with team to reconcile discrepancies.
• Review budget versus actual reports by grant and identify large variances.
• Prepare a monthly cash in-flow and out-flow report.
• Prepare a monthly cash position report.
• Complete other financial reports and special projects as assigned.

Provide Proactive Operational Support and Perform Other Duties as Assigned

• Maintain accounting controls by following policies and procedures, complying with all applicable financial and regulatory requirements.
• Provide support and back-up for Senior Accountant.
• Handle journal entries for the fiscal department as assigned.
• Assists in month-end closing, provides outside auditors with assistance; gathers necessary account information and documents to perform annual audit, and other fiscal team deliverables.
• Assists in the preparation of the quarterly lobbying reports.
• Prepares and files annual tax forms (Form 1099).
• Assists in developing accounting function policies and procedures (e.g., gift card process).
• Maintain fiscal records in an organized, secure, and confidential manner, ensuring compliance to record retention policies.
• Provide general administrative support to the Chief Operating Officer and Fiscal Department, as needed.
• Coordinate and/or support procurement and vendor selection initiatives, as assigned.
• Assist in special initiatives and projects and fulfill other duties as assigned.

Advance the Mission of AccessMatters and Fulfill Organizational Duties

• Enhances and implements organizational vision, mission, and goals as identified in the AccessMatters’ Strategic Plan.
• Responsible for modeling AccessMatters’ Core Values and contributing to a learning culture that is supportive of different perspectives and ideas, in which leaders foster an environment where staff feel valued and appreciated, where all staff hold themselves accountable to each other and to our community and stakeholders.
• Contributes to the achievement of organizational goals by analyzing information, managing assets, recognizing barriers to success, and suggesting ways to improve operations.
• Maintains high ethical standards and conduct regarding confidentiality and, integrity while representing AccessMatters effectively and commendably to all stakeholders.

Knowledge, Skills, and Abilities

• Ability to work closely with all levels of the Fiscal Department as well as other stakeholders.
• Strong understanding of concepts and practices associated with effective fiscal administration and services.
• Knowledge of general ledger, accounts receivable, accounts payable, auditing, budgeting development and analysis, and banking relationships.
• Ability to monitor budgets and expenditures and follow fiscal procedures.
• Demonstrated knowledge and aptitude in math, accounting, and accounting systems.
• Highly detail oriented and attentive to accuracy and efficiency.
• Ability to self-manage, independently prioritize, solve problems, and effectively handle multiple tasks and projects simultaneously, while taking direction as needed.
• Open to changing priorities and managing multiple tasks effectively within a compressed timeframe.
• High degree of customer service skills and philosophy, to include professionalism, responsiveness, and follow through, to deliver high quality support services to external and internal clients.
• Ability to recognize problems and recommend solutions including opportunities for further automation of responsibilities.
• Knowledge and experience working with diverse communities and colleagues with demonstrated cultural humility and responsibility.
• Strong emotional intelligence and interpersonal skills, illustrated by compassionate, courteous, cordial, cooperative, and trauma-informed, person-centered interactions.
• Superior written and verbal communication skills, coupled with highly developed interpersonal skills and demonstrated ability to facilitate meetings.
• Excellent assessment, problem-solving, and negotiation skills.
• Strong proficiency with office and conference technology, user applications, and office equipment (for both remote and in person activities), including copiers, VoIP telephony, postage machines, projectors, and similar items.
• Demonstrated proficiency in Microsoft Office Applications (Word, Outlook, Excel, and PowerPoint).
• Eligible for all city and state mandatory clearances, e.g., Federal and State criminal clearances and child abuse clearances required.
• Occasionally, work outside normal business hours (e.g., scheduled nights and weekends).

EDUCATION AND EXPERIENCE

• A four-year degree and relevant Accounting experience preferred; or an Associate’s Degree in Accounting and five years of relevant work experience; or 10+ years’ relevant Accounting experience. Relevant industry specific experience may be considered in lieu of degree where possible.
• External and Internal budgeting experience.
• Experience with MIP Abila accounting system and ADP payroll software.
• Experience with Microsoft Office Applications (Word, Outlook, Excel, and PowerPoint), and Learning Management Systems is preferred.
• Experience with web-based collaboration platforms and information management systems, portals, and intranets is preferred.

ANNUAL SALARY: $58,500.00

• HOW TO APPLY: Submit both a cover letter and a resume to the Staff Accountant position posted at our online career site, by going to this link: https://bit.ly/343YwKD. Address cover letter to Raeann Billey, Vice President of Human Resources. Please include salary requirement and potential start date. *NOTE: This is a hybrid position; candidates are expected to reside within commuting distance of our headquarters in Center City, Philadelphia. **No calls, please. ACCESSMATTERS IS AN EQUAL OPPORTUNITY EMPLOYER.

AccessMatters offers a competitive benefits package to all full-time employees.