Senior Accountant - Epilepsy Foundation

SUMMARY

The Senior Accountant will play a crucial role in managing the Foundation's financial operations, focusing primarily on Accounts Payable (AP) and travel processing. This position requires a strong understanding of government travel compliance regulations, along with expertise in reconciliations and Accounts Receivable (AR) cash receipts. The Senior Accountant will ensure accuracy in financial transactions and contribute to the overall integrity of the Foundation's financial reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned.

Accounts Payable Management:

• Process and review accounts payable transactions, ensuring timely and accurate payments to vendors and contractors.
• Verify invoices against purchase orders and ensure compliance with organizational policies and procedures.
• Responsible for full-cycle accounts payable functions, including:
  • Voucher entry – ensuring invoices are accurate and match purchasing documents.
  • Payment processing – preparing weekly payment batches accurately and timely, ensuring all payments comply with purchasing policies and procedures.
  • Tracking monthly vendors to ensure they are paid on time.
  • Contacting vendors to obtain necessary documents, such as W-9s, payment/bank details, or other required items.
  • Reconciling and reviewing AP aging monthly and following up to resolve any open invoices older than one month.
  • Updating vendor information as needed, including merchant and vendor account details.
  • Maintaining organized AP documentation and support records/files.
  • Processing 1099 forms accurately on an annual basis.
  • Updating the accounts payable manual when necessary.

General Accounting Duties:

• Assist the accounting department with monthly close, including preparing journal entries, maintaining working schedules, and reconciling accounts.
• Deposit checks in accordance with cash receipt policies.
• Assist with accounting and document processing tasks as needed.
• Respond to customer concerns in a friendly and courteous manner.
• Research state regulations for use and sales tax exemptions and file when applicable.
• Assist with annual renewals, including State Charity Registrations.
• Maintain records in compliance with applicable laws, regulations, and policies.
• Assist in the preparation for the annual audit and IRS filings.

Travel Processing & Compliance:

• Review travel expense reports, ensuring all expenditures comply with relevant policies and regulations.
• Provide guidance to staff on travel policies and procedures to ensure adherence to compliance standards.

Reconciliation Processes:

• Perform monthly reconciliations of AP and other balance sheet accounts to ensure accuracy and completeness.
• Assist in reconciling bank accounts and cash balances, identifying discrepancies, and resolving issues as necessary.
• Collaborate with other departments to gather information needed for reconciliations and financial reporting.

Financial Reporting & Compliance:

• Assist in preparing financial reports and analyses related to AP and travel expenditures.
• Support the annual audit process by providing necessary documentation and explanations for AP accounts.
• Stay informed about changes in accounting regulations and government compliance requirements related to travel and expenses.

Process Improvement:

• Identify opportunities to streamline accounts payable and travel processes for greater efficiency.
• Contribute to the development of best practices in financial operations and compliance management.

Team Collaboration:

• Work closely with the finance and accounting team to support overall financial operations and reporting.

KNOWLEDGE, SKILLS, AND ABILITIES:

• High level of attention to detail.
• Ability to enter data accurately and perform mathematical calculations.
• Proficiency with Sage Intacct software.
• Proficiency in a Windows environment and Microsoft Excel, including creating, formatting, and managing spreadsheets.
• Strong organizational skills with the ability to work in a fast-paced environment and handle multiple tasks with precision and thoroughness.
• Excellent customer service skills.
• Ability to plan, organize, and execute projects and routine duties accurately and on time.
• Effective oral, written, and interpersonal communication skills.
• Strong work ethic and dependability.
• Ability to work both independently and in a team environment.
• Non-profit accounting experience preferred but not required.

QUALIFICATIONS:

• Education: Bachelor’s degree in Accounting, Finance, or a related field. An Associate’s degree in a related field with a minimum of seven years of experience may be considered.
• Experience: Minimum of 4-6 years of accounting experience, with a focus on accounts payable and travel processing. Experience in nonprofit or government accounting is a plus.

SUPERVISORY RESPONSIBILITIES:

• This position has no supervisory responsibilities.

MANAGES:

• 0

TRAVEL, WORK ENVIRONMENT, AND PHYSICAL DEMANDS:

• This is a full-time position, working 35 hours per week, Monday-Friday, 9 AM – 5 PM Eastern.
• The Senior Payroll Specialist operates in a professional office environment and routinely uses office equipment (currently working from home under the current COVID operations policy).
• While performing the duties of this job, the employee is regularly required to talk and hear and may spend extended periods staring at a computer screen and/or documents.
• Travel is not expected but may occasionally be required for events or essential office visits (while under the COVID operations policy).
• Telework privileges may be requested in accordance with the standard telework policy. Satisfactory performance and excellent customer service must be maintained.
• This position is expected to regularly attend Foundation meetings and training sessions.
• Adherence to all Foundation policies, including COVID workplace and vaccination policies, is required. Staff and candidates must show proof of vaccination and may be tested prior to working at in-person events. Reasonable accommodation requests may be submitted to Human Resources.

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