Accounting Specialist

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Responsible for completing a variety of accounting and administrative functions with a concentration in accounts payable and providing clerical support in other daily accounting operations. including payroll, accounts receivable, cash receipts, and month end processing.

• Accounts Payable
  • Processes purchase requests (including employee expense reimbursements), mileage reports, and invoices.
  • Reconciles corporate credit card statements and ensures proper paperwork and approval are received for all charges.
  • Prepares monthly lease rent payments.
  • Prepares paper checks and online payments to vendors based on invoice and reimbursement due dates.
  • Prepares annual Form 1099 filing.
  • Performs other accounts payable related tasks as necessary.
• Payroll
  • In each payroll cycle, processes payroll on HRIS/Payroll systems (or other payroll apps that the agency utilizes) including reviewing employees’ timesheets for accuracy, completeness, and proper approval, entering adjustments as necessary, reconciling salary/wage totals, submitting payroll, and communicating to Pro Service (HR/Payroll service provider) for any issues and corrections needed (or any other service provider and/or Director)
  • Imports payroll journal entries from HRIS/Payroll systems to the accounting system and reconciles imported transactions to invoice total.
  • Prepares 401K tracking report in Excel, submits 401K employee contributions and employer matching online to Empower (401K processing app), and enters 401K journal entries in the accounting system.
  • Reconciles employee PTO balances and maintains PTO tracking spreadsheet.
  • Communicates to and resolves HRIS/Payroll systems issues with Pro Service payroll coordinator. Performs other payroll related tasks as necessary
• Accounts Receivable
  • Prepares monthly invoices as applicable and required by funding agencies such as the State of Hawaii Early Intervention Section.
  • Enters medical insurance billing and program service fee invoices in the accounting system and processes payments from insurance carriers and copays.
  • Enters invoices for Preschool tuition and other fees.
  • Works with Preschool tuition subsidizing agencies and families for tuition payments.
  • Tracks tuition balances and communicates to Preschool Director and Managing Director of Finance for past due balances.
  • Maintains Preschool billing spreadsheet to track student enrollment, parent payments, county subsidies and subsidies from other agencies.
  • Performs other accounts receivable related tasks as necessary.
• Cash Receipts
  • Provides funding source coding on cash receipt log for all incoming payments by cash and check.
  • Deposits cash and check in the bank account at least once a week.
  • Enters cash and check payments and apply them to accounts receivable invoices (if applicable) in the accounting system.
  • Enters electronic fund transfer payments from various funding sources in the accounting system.
  • Performs other cash receipts related tasks as necessary.
• Month End Processing
  • Completes prepaid expense and prepaid insurance schedules and reconciles balances from the prepaid schedules to balances in the accounting system.
  • Prints monthly postage usage report and enters postage expense in the accounting system.
  • Maintains ferry ticket log and records ferry ticket expense in the accounting system.
  • Prepares monthly journal entries to apply prepaid as expenses to respective programs and funds.
  • Prepares other month end processing related tasks as necessary.
• Administrative Functions
  • Maintains confidentiality of all records and information.
  • Participates, as necessary, in various fundraisers and other agency out-reach activities that serve to increase the credibility and visibility of Imua Family Services in the community.
  • Completes other duties as assigned by Supervisor.
  • Supervisory Responsibilities:
    
    This position has no supervisory responsibilities.

• Customary Compliance
  • Adheres to agency rules, policies,…