Job Description

The Salvation Army, Potomac Division an internationally recognized non-profit, faith-based organization, with locations in Maryland, Virginia, West Virginia and Washington, DC has a job opening for an Accounting Specialist at the Divisional Headquarters located in Alexandria, VA.

Position Summary

This position description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Under the direction of the Accounting Supervisor, the Accounting Specialist applies principles of accounting to process accounts receivable and accounts payable within the Potomac Division. The Potomac Division is comprised of Maryland, Virginia, West Virginia and Washington, DC and includes 56 Commands/Corps. He/she will perform a variety of routine and complex accounting functions including financial record keeping and reporting; processing billing and vendor invoices, checks, petty cash, issuing credit memos, and making bank deposits. Also processing vendor checks and employee vouchers, applying credit memos, and creating invoice batches for check runs.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Accounts Receivable & Cash Receipts Functions (40%)

Prepares and processes invoices to the Corps locations via batch data entry into the Microsoft Dynamics GP Accounting System. Ensures accurate coding before finalizing entries; upload completed invoices and backup to SharePoint. Tracks payments to ledgers; tracks balances of the same; ensures appropriate staff remain aware of account balances; opens new account files and closes terminated account files in accordance with established procedures. Receives, codes, records, and deposits cash receipts; prepares daily tabulations and reports of cash receipts. Validates daily incoming receipts against transmittal, prepares receipts batch for processing, performs data entry into the Microsoft Dynamics GP Accounting System, and validates entries against control totals. Uses a web portal Desktop Deposit service for the scanning and electronic deposit of all checks into the designated Divisional Headquarters bank account. When necessary, transport cash and coin to the local branch for validation and deposit into the designated Divisional Headquarters bank account. Assists in preparing and reviewing the Accounts Receivable Historical Aged Trial Balance to help maximize collections. Researches and reconciles accounts to ensure financial documents, correspondence, invoices, payments, spreadsheets, etc. are accurate; resolves any receivable accounting errors. Communicates with regional accountants regarding the status of accounts and responds to account inquiries; ensures all correspondence is prepared in a professional and tactful manner. Processes all payments to and receipts from Territorial Headquarters.

Accounts Payable & Cash Disbursements Functions (40%)

Receives, codes, and processes vendor invoices and employee expense vouchers accurately and in a timely manner via batch data entry into the Microsoft Dynamics GP Accounting System. According to policy he/she will review the invoices and vouchers to ensure accurate coding, receipt of required supporting document, and ensures proper approval signatures before processing for payment. Creates Divisional Headquarters new vendor ID records in Microsoft Dynamics GP using the proper vendor ID format. Ensures that all W-9 forms are completed and submitted for proper vendor setup. Receives and reconciles vendor\'s open account statements against invoices processed; follows up with vendor as necessary to ensure all invoices are paid. Reconciles Divisional Headquarter Accounts Payable Historical Aged Trial Balance to Territorial Headquarter Accounts Receivable Historical Aged Trial Balance. Researches and reconciles accounts to ensure financial documents, correspondence, invoices, payments, spreadsheets, etc. are accurate; resolves any accounting errors. Communicates with internal and external personnel regarding any issues and resolves; responds to all inquiries; ensures all correspondence is prepared in a professional and tactful manner. Prepare payments of invoices in form of check, EFT, or credit card payment service. Reviews and reconciles vendor statements; resolves payment discrepancies and research unpaid invoices.

Administrative Functions (30%)

Maintains accurate and complete files of accounts, invoices, receipts, supporting documents files; develops and maintains departmental files. Maintains a defined central petty cash for the Divisional Headquarters. Assist with Adobe Echosign workflow for the finance department; scanning documents; uploading files; submitting for approval; tracking responses and follow-up to ensure processing deadlines are met. Processes internet donations transactions by downloading activity, classifying by location and preparing the batch for ACH processing. Provides overall management of the monthly accounting, reconciliation, analysis, and reporting of the financial activities for the General Fund and Statewide and Interstate Fund.

OTHER RESPONSIBILITIES:

May serve as a backup to the department\'s Executive Assistant for processing in-coming mail in an accurate and timely manner. Assist with pulling requested documentation for external and internal audits. Prepare Paper Save files for securing documents, scanning documents and filing for offsite storage. Works with the Accounting Supervisorin ensuring accurate and timely processing of accounts receivable and payable. Performs other related work as required.

MATERIALS AND EQUIPMENT:

General Office Equipment
Computer
Copier

Microsoft Office (Word and Excel)
10 key adding machine

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience

Associate Degreefrom an accredited college or university in Accounting, Finance or Business Administration

AND

One year progressively responsible experience working in a general office with accounts receivable or accounts payable responsibilities,

OR

Three years or more of equivalent combination of training and experience in accounts receivables or accounts payable which provides the required knowledge, skills, and abilities.

Certifications/Licenses:

Valid state driver\'s license

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of the practices and procedures of basic accounting and/or bookkeeping. Knowledge of general office practices and procedures. Ability to maintain confidential nature of accounting and finance related information. Ability to organize and maintain files of accounting records. Ability to apply attention to detail and to perform assigned work at a level of proficiency that will limit the impact of errors. Ability to process financial documents in compliance with established policies and procedures.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Ability to type and keypunch information into a computer. Ability to perform mathematical calculations. Ability to sort and file documents alphabetically and numerically. Ability to operate various general office equipment including a telephone, computer, and adding machine. Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to personnel requiring assistance. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking. Limited amount of physical effort required.

Working Conditions:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.

*Application Submittal Period: 05/23/2023- 05/31/2023*

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

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