The Accounting Operations Specialist is responsible for the full range of the accounts payable processing cycle, including: Setting up new vendors, reviewing and approving invoices and expense reimbursements, processing vendor and expense reimbursement payments, entering direct debits at the bank into the accounting system, and responding to employee and vendor inquiries in a timely manner. Additionally, this position is responsible for processing and recording cash receipts including remote depositing funds received at the headquarters office into the bank. Finally, this position is responsible for maintaining the accounts payable module of the accounting system (Unit4), ensuring the outstanding check list is current and accurate, and recording reconciling bank items in a timely and accurate manner.

 

This position is hybrid and will require the incumbent to visit our DC headquarters twice a week to process cash receipts.

DUTIES

Accounts Payable

• Add new or edit existing vendor records as needed when requested by staff (daily) for the National Trust (NTHP), Stewardship Sites, and Main Street (NMSC—a subsidiary of the National Trust). Obtain W-9s and ACH forms to support data entered in the system and perform tax ID number validation.
• Determine if a vendor is required to receive an annual Form 1099 and setup of the vendor in the accounting system accordingly.
• Review and approve vendor invoices and staff expense reimbursements for completeness and accuracy (daily). Reject transactions if vendor invoices and staff expense reimbursements need correction and ensure correction is made in a timely manner.
• Prepare reports, as well as the pay proposal, for the accounts payable check run for NTHP on the 10th & 25th of the month and NMSC on the 9th & 24th of the month to ensure all invoices and expense reimbursements are paid timely and accurately, with appropriate documentation.
• Resolve any payment returned items (i.e., ACH or checks) in a timely manner.
• Process daily bank direct debits (auto-pay) for approval by the Associate Director, Accounts Payable & Receipting:
  • Invoices auto-debited from the bank by prior arrangement (daily)
  • Wire transfers (weekly).
• Obtain from staff the invoices and documentation needed to support all direct debits from the bank and enter the transactions into the accounting system using the appropriate transaction type.
• Monitor vendor invoices and expense reimbursements pending in the workflow process and send follow up emails to ensure timely approval and payment of expenditures.
• Ensure that all accounts payable items have been properly processed and clear any items on hold in a timely manner.
• Ensure the outstanding check list is current and accurate and escalate long- outstanding checks to the Associate Director, Accounts Payable & Receipting.
• Correspond with vendors regarding billing and payments.
• Respond to emails and phone calls from staff in a timely manner.
• Research and reconcile statements and payment records.
• Perform quarterly reviews of data for 1099. Edit as necessary.
• Process 1099s (annually).
• Identify opportunities for process improvements in vendor setup and maintenance process, including bulk upload of new vendors and TIN validation.
• Respond to and answer questions regarding the year-end audit.

Cash Receipts and Other Duties

• At minimum twice weekly and more frequently during year-end and high volume periods, scan checks received at headquarters for deposit via the bank’s remote deposit service and send deposit transaction numbers to the Associate Director, Accounts Payable & Receipting for review.
• Scan check images in PDF format.
• Redact bank account information and distribute PDF copies of checks to Development, Membership, and other divisions.
• Obtain general ledger coding when not provided by program staff.
• Key non-development/non-membership cash receipts into the Unit4 accounting system via a journal entry transaction type. This will require knowledge of double entry accounting and entering journal entries in accounting software.
• Maintain and keep organized the cash receipts files.
• Process all unidentified checks.
• Answer emails and phone calls regarding checks received.
• Handle bank and other reconciliations as assigned and record reconciling bank items in the accounting system on a timely basis especially for the check deposit bank account.
• Collaborate with team to handle audit requests.
• Perform other duties as assigned by the Associate Director, Accounts Payable & Receipting.

QUALIFICATIONS

• At least 5+ years of professional level experience, particularly in a matrixed and geographically dispersed non-profit organization. Experienced in handling accounts payable, expense reimbursements, and other related accounting functions. Familiarity with using accounting software (Unit4 experience is a plus).
• Accounts payable experience required, with proven ability to calculate, post, and manage accounting figures and financial records with a high degree of timeliness and accuracy. Knowledge of 1099 rules is a must.
• Strong working knowledge of general ledgers and their relationship to financial statements. Experience with double entry accounting and entering journal entries in accounting software is strongly desirable.
• Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
• Must be detail-oriented and possess strong organizational skills.
• High degree of accuracy, timeliness and attention to detail required.
• Ability to reconcile vendor statements and general ledger accounts with high degree of timeliness and accuracy, with experience investigating and resolving discrepancies.
• Intermediate analytical and problem-solving skills, including issue identification and prioritization.
• Skilled in communicating to both internal and external customers, including strong writing, spelling, grammar, and proofreading skills, as well as strong verbal communication and customer service skills, and ability to discuss accounting-related issues clearly with non-accounting staff.
• Basic project-management skills. Ability to achieve results with moderate supervision.
• Proven ability to collaborate across divisions to implement processes and achieve results. Track record of building and maintaining productive relationships with both internal and external customers.
• Proven ability to continually develop skills related to use of rapidly changing technology and communications best practices.
• Ability to adapt and be flexible in a dynamic work environment. Ability to work effectively with frequent interruptions required. Able to handle frequently changing and/or unscheduled tasks with accuracy.
• Demonstrated success in working with culturally diverse audiences, partners and colleagues.
• Intermediate knowledge of Microsoft Excel and Word required. Familiarity with other software, including databases, a plus.
• Relevant experience and accounting background required.
• Regular & reliable attendance required.