(Full-Time) Accounting Specialist

BARGAINING UNIT / LEVEL: Professional Bargaining Unit - Level 08

SALARY RANGE: $81,516 - $90,020 annually DOQ

GENERAL STATEMENT OF DUTIES: Under the supervision of the Supervisor of Accounting, this position supports day-to-day accounting operations, including accounts payable, accounts receivable, payroll backup, and HCMA Foundation financial activities. Responsibilities include ensuring accurate processing of financial transactions, maintaining organized records, supporting compliance efforts, and contributing to the overall efficiency and integrity of the organization's financial operations. Additional duties include monitoring permit revenue data, preparing weekly deposits, and assisting with audit and reporting processes.

ESSENTIAL DUTIES: The list below is intended to describe the general nature of duties only. Employees shall perform other duties as assigned.

Accounts Payable:

• Review, audit, code, and process vendor invoices in an accurate and timely manner
• Perform 3-way matching of purchase orders, invoices, and receiving documentation
• Verify quantities, pricing, and payment terms to ensure accuracy and compliance
• Prepare and process payments (checks, ACH, wire transfers)
• Maintain vendor records, vouchers, and supporting documentation
• Reconcile vendor statements and resolve discrepancies

Accounts Receivable:

• Generate and distribute customer invoices
• Monitor customer accounts and follow up on outstanding balances
• Apply payments and reconcile customer accounts
• Investigate and resolve billing issues or discrepancies
• Prepare aging reports and assist with collections activities

Payroll (Backup Support):

• Serve as backup for payroll processing, including coordination with third-party providers (e.g., Ceridian)
• Review and validate employee timesheets and payroll data for accuracy
• Assist with payroll processing, balancing, and distribution
• Support payroll-related reconciliations, including benefit deductions and labor distribution
• Maintain confidentiality and ensure compliance with payroll regulations

HCMA Foundation Support:

• Manage invoices, track payments, and ensure timely and accurate disbursements for the Foundation
• Prepare, update, and maintain general ledgers, trial balances, and financial statements (income statements, balance sheets)
• Coordinate with Grant Writer to reconcile grants and track grant-related expenses
• Provide support for documentation and reporting for internal and external audits related to the Foundation

General Accounting & Reporting:

• Assist with month-end and year-end close processes
• Prepare journal entries, account reconciliations, and financial reports
• Enter and maintain accurate accounting data within financial systems
• Generate monthly and ad hoc financial and operational reports
• Maintain organized financial records and documentation

Procurement & Administrative Support:

• Maintain purchasing records and assist with purchase order and invoice research
• Support internal teams with vendor and purchasing inquiries
• Maintain organized filing systems for accounting and procurement documentation

Compliance & Controls:

• Ensure adherence to company policies, internal controls, and accounting procedures
• Maintain compliance with applicable financial regulations and reporting requirements
• Support internal and external audits by providing accurate documentation
• Assist in developing and improving accounting policies and procedures
• Identify risks and recommend process improvements to strengthen controls

MINIMUM QUALIFICATIONS:

• Bachelor's degree in accounting, finance or related field. Master's degree preferred. Applicants with 8 or more years of related service will be given credit toward meeting the minimum educational requirements and will be considered for the position.
• Five (5) years of progressively responsible experience in accounts payable, accounts receivable, payroll, and general accounting.
• Experience with ERP systems (e.g., Kronos, New World) and payroll processing platforms
• Working knowledge of GAAP and payroll processes, regulations, and reporting requirements, with the ability to support payroll processing as needed
• Proficiency in Microsoft Excel and standard office applications
• Strong attention to detail, organizational, and analytical skills
• Ability to manage multiple priorities and meet deadlines with minimal supervision
• Strong written and verbal communication skills
• Ability to analyze and resolve discrepancies in financial and payroll data
• Ability to establish and maintain effective working relationships with co-workers, department leaders, officials, and the public
• Ability to work independently and as part of a team
• May be required to adjust schedule to meet organizational needs, including evenings, weekends, and holidays
• Ability to perform essential duties

PREFERRED QUALIFICATIONS:

• Master's degree in accounting, finance or related field.
• Experience in municipal or public sector finance
• Experience with Kronos and/or New World ERP systems

TOOLS & EQUIPMENT USED: Computer equipment, including servers and personal computers with financial, accounting, payroll, database, scheduling, publishing, spreadsheet, and word processing software; telephone and cell phone systems; calculator; copier and fax machines; radios; and automobile for business-related travel.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee must frequently walk, sit, talk, hear, and use hands to handle, feel, or operate objects, tools, or controls, as well as reach with hands and arms. Specific vision requirements include close vision, color vision, and the ability to adjust focus. Occasionally, the employee may lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of the job.

Work is generally performed in an office environment with a usually quiet noise level. Occasionally, the employee may work outdoors and be exposed to weather conditions, including heat, rain, and snow. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.