Staff Accountant

OPEN UNTIL FILLED

JOB SUMMARY:       

The Staff Accountant performs and provides financial, administrative, and other support for the accounts payable functions, by ensuring disbursements are completed and expenses are controlled by receiving, processing, and verifying disbursement documentation and recording disbursement activity in the general ledger, including direct pay arrangement.  Manages Agency corporate card program and fleet gas credit card program. Performs accounting functions for grants obtained by the Agency including documentation of payments and expenditures, preparing progress reports, ensuring compliance with grant regulations, and preparing financial reports.

ESSENTIAL FUNCTIONS: 

1. Gather invoices and other documentation to prepare payment authorizations for program expenditures, make cost allocations to appropriate program cost centers and budget categories, and submit for payment.  Review, process, and verify disbursement documentation, and ensure proper recording in the general ledger.  Responsible for managing of the Agency’s direct pay arrangements with banks and vendors (ACH transfers).
2. Manage the Agency’s corporate purchase card program. This includes overseeing the issue, renewal, modification, and cancellation of cards. Responsible for carrying out a thorough review of purchasing card transactions monthly, analyzing for appropriate documentation, and reasonableness of financial reporting codes. At least annually, performing a review of credit cards ensuring the staff is in possession of the issued card. Responsible for managing the electronic software provided by the purchase card program vendor, including resetting passwords, processing temporary and permanent credit limits, answering staff questions on the system, and providing training, as necessary.
3. Manage the Agency’s vehicle fleet gas credit cards. Maintain and keep current the database tracking the inventory and vehicle and/or program assignment of all gas credit cards. Receive and place into inventory new gas credit cards mailed from the vendor. Assign physical gas credit cards out to programs and vehicles as needed and allocate passwords for each assigned card in the electronic tracking system. Ensure unassigned physical gas credit card inventory is always secure and in a locked location. Conduct an annual Agency wide audit of all gas credit in accordance with fiscal procedure. Access the monthly gas credit cards fleet invoice via the electronic tracking system. Prepare the invoice for import into the accounting software for payment by creating and maintaining an allocation spreadsheet assigning costs and reporting units for each program and vehicle charge in the monthly invoice. Act immediately and expeditiously to close any compromised cards to ensure agency risk is minimized.  
4. Act as a manager of grants for the Agency. Grant management for such special funds includes but is not limited to frequent contact with internal and external program personnel, review, reconciliation, and correction of grant financial postings, filing of grant reimbursement requests, tracking of outstanding grant receivables, maintaining detailed records of grant processes, reporting and expenses and attending trainings in person or online as needed. Reporting to upper management on grant activities in both written and verbal form will also be required when requested and as needed. Proactively suggest improvements to grant management processes to increase agency efficiency and cost savings.
5. Review and approve representative payee monthly bank reconciliations. Review representative payee accounts in the accounting software for clients receiving representative payee services from the Agency. As part of the review process, examine the chart of accounts, general ledger, and financial reports for each client’s fund in the accounting software to ensure proper accounting treatment of all financial transactions. When errors needing correction are located, work with the representative payee to correct the account and determine root case of the error so it can be prevented in future periods. Responsible for conducting random and at least semiannual audits of representative payee client’s petty cash funds.
6. Process disbursements, and maintain accounts payable for special purpose bank accounts, such as the Mount Rogers Community Services, Inc., account.  Includes ensuring proper approval, payment of expenditures, making deposits, posting transactions, reconciliation of general ledger.
7. Assist in various financial responsibilities to include month-end financial closing, financial audits, and preparation of financial trend analyses and other reports, by gathering information and processing data.  Responsible for reconciling due to/ due from accounts in the accounting records.
8. Monitor the shared budget and finance email inbox.  Distribute emails received to the appropriate budget and finance person for processing. Take appropriate action to escalate communications received in the inbox if immediate action is required on what is received. Promote the use of the budget and finance mailbox to staff and vendors to improve workflow efficiencies.

OTHER DUTIES:

• Perform such other duties as assigned by supervisor
• Complete and submit tax-exempt forms
• Protect Agency's values by keeping information confidential and protected

QUALIFICATIONS:

• Knowledge of generally accepted accounting principles
• Knowledge of fiscal management concepts and regulations applicable to governmental organizations
• Self-motivation and ability to work independently on assigned tasks with minimal supervision
• Ability to analyze and interpret financial data
• Good organization, time management, and interpersonal skills
• Good communication skills, both written and verbal
• Good problem-solving and decision-making skills
• Strong attention to detail
• Ability to prioritize multiple tasks and meet deadlines
• Proficiency in Microsoft Office Excel
• Professional attitude and reliable work habits

EXPERIENCE/EDUCATION REQUIRED:

• Bachelor’s degree in accounting or related field required or an Associate’s degree with five years of relevant experience
• Three years’ experience working in an accounts payable and/or grants management environment or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities
• Basic understanding of the principles of finance, bookkeeping, and accounting required

EXPERIENCE/EDUCATION REQUIRED:

• Bachelor’s degree in accounting or related field required or an Associate’s degree with five years of relevant experience
• Three years’ experience working in an accounts payable and/or grants management environment or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities
• Basic understanding of the principles of finance, bookkeeping, and accounting required