Accounting Specialist (Administrative)
Child Action, Inc. (CAI) is a private, non-profit corporation created in 1976 to promote the education and social welfare of children and families and to advocate on their behalf. Our programs include resource and referral services for families seeking childcare, child care subsidies for qualifying families, recruitment and professional development of the child care workforce, and family education and support.
We are seeking individuals who are highly organized, have the ability to multi-task, provide excellent customer service, have good problem-solving skills and have the ability to understand the problems and issues facing families from a variety of ethnic and economic communities.
Please note that completing the job application form is a mandatory requirement for this position.
Position Purpose & Scope:
Under the general supervision of the Accountant, the Accounting Specialist performs accounts receivable and accounts payable functions, provides technical support and customer service to other departments and is responsible for maintaining a variety of departmental fiscal records, computer-based accounting systems, and general accounting systems in the maintenance of fiscal and statistical records. The incumbent performs diverse duties involving a wide range of procedures using initiative and judgment in analyzing information and determining a course of action within the specifications of standard practice and established guidelines. The incumbent must effectively communicate verbally and in writing, strive to master specific competency and skill levels, and perform well under pressure all while working in a fast paced and multitasking environment. This includes demonstrating a high degree of independence, initiative, and responsibility in successfully performing the assigned job duties. In addition, the incumbent must use independent judgment and discretion while working with staff from all levels of the organization.
The Accounting Specialist has an essential role in the Fiscal Department. The incumbent must be willing to adapt to the needs of the department. The incumbent must possess a high degree of flexibility to meet the demands of the department. The incumbent must be open to learning new systems and procedures to keep up with the increasing volume of work within the department.
Typical Duties:
Accounts Payable and Receivables Support
(This is an essential function of the job)
Processes and issues Provider checks and agency check runs
Prepares all documents for payment processing
Processes direct deposit applications
Prints and mails monthly billing statements; prepares refunds, payment plans, collection letters
Communicates with government agencies and Providers regarding withholdings and income verification
Monitors provider activities to delete inactive direct deposit accounts
Vendor Management Support
(This is an essential functions of the job)
Sets up provider accounts and enters client/payee information into accounting software
Reviews and verifies provider documentation and W-9 are completed and accurate before setting up and entering provider in accounting software
Prepares all documentation for voiding and reissuing checks
Responsible for mailing out Providers checks and verifying the accuracy of the addresses.
Monitors and updates pending Provider direct deposit accounts
Client Services Support
Issues income verification letters for Providers
Prepares and posts parent fee and PayPal deposits
Process, monitors and sets up and calculates Provider withholdings
Reviews and verifies Edit Reports from CAIWare to ensure accuracy before importing into accounting system.
Reviews batch control reports to ensure general ledger and fund accounts summary for accuracy
Communicates directly with parents and Providers regarding questions and requests by phone, walk-ins, and emails
Integrate strengths-based strategies into services provided to parents and childcare providers
Works with provider department and Providers to resolve returned mail, check holds and discrepancies in info sheets, W9's and direct deposit applications
GL Support
Monitors the outstanding checks report and research issues
Other
Performs other duties as assigned as directed by the Controller and/or Director of Finance.
