Accountant Assistant

Description: Mission Statement: Transitions-Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.
Position Summary: The Accounting Assistant provides administrative support to Finance staff through a variety of time-sensitive tasks.
These are primarily the initial processing of all TMHA’s many credit card and vendor accounts, coding of invoices, filing of receipts, final Accounts Payable documentation filing, and populating databases among other tasks, using a trauma informed approach.
The Accounting Assistant upholds and promotes the organization’s philosophy in all duties performed.
Flexible working hours are available.
Responsibilities and Duties: 1.
Reconcile credit cards for 50+ corporate credit cards.
Collect credit card and vendor account receipts as they come in daily from agency-wide staff purchases.
Print emailed receipts daily from off-site programs.
Review all receipts documentation for accuracy and completeness.
2.
Communicate receipts documentation issues in a timely and professional manner to card holders regarding incomplete information, so that TMHA can pay bills on time and maintain appropriate records for periodic third-party and internal audits.
Monitor communications to ensure timely responses and accurate record-keeping.
3.
Perform initial Accounts Payable function by matching original receipts to statement detail; enter expense account and cost center codes on all statements received for payment.
Verify coding accuracy.
Investigate and resolve coding issues.
4.
Follow up with directors, managers, assistant managers, etc.
regarding any missing or incomplete documentation needed for accurate and authorized payments.
Report to supervisor any concerns or challenges with timely responses.
5.
File completed Credit Card and Accounts Payable documentation once fully processed by the Finance team.
6.
Organize and prepare, in consultation with the Finance Manager, the annual fiscal-year-end processes and duties, such as preparing new file folder labels and files, moving files to long-term storage, and revising finance department deadline calendars.
7.
Utilize lookup tables, pivot tables, and other formulas to prepare credit card transactions for upload into SageIntacct accounting software.
8.
Provide general and administrative support and accounting support to finance staff.
9.
Provide clerical and administrative assistance by transcribing and composing a variety of general and confidential correspondence and reports.
Create, type and mail requested business correspondences, forms, records, documents, or reports in Word.
Create and maintain Excel spreadsheets and various databases.
Utilize Outlook for email, scheduling and calendaring of events.
10.
Maintain vendor charge lists, adding and deleting employees, as needed.
11.
Assist in preparing vendor 1099s.
12.
Prepare Petty Cash for balancing and periodic reconciliation Record deposits for transactions that are processed on the 3rd party payment systems.
Record payments and prepare deposits for other transactions, including donations and applying payments to invoices.
Assist in preparing bank deposits.
Prepare and post journal entries for various transactions.
Prepare month-end account reconciliations.
Provide backup support for accounts payable function.
Scan, copy, and file financial documents as needed.
18.
Promote, encourage and maintain trauma-informed practices in all services and activities.
Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication.
19.
Assume other duties and responsibilities as assigned by the Finance Director or Finance Manager.
Job Environment: Moderate, physical activity; may include moving or lifting up to 25 lbs.
Requirements: Minimum Requirements: Bachelor’s degree preferred Two (2) years of back office experience (alphabetized and numerical filing, data entry) Ability and flexibility to match the work flow process hours over the month, as needed.
Proficient in Microsoft Office (Excel, Word, Outlook, and PowerPoint), and Adobe Reader.
Reliability, accuracy, legibility, and attention to detail are required.
Efficiency in data entry, filing and paperwork.
Self-sufficiency, initiative, judgment and take charge skills.
Flexibility to match the accounts payable process flow is preferred.
Friendly and collegial demeanor coupled with ability to meet hard deadlines.
Reliability, accuracy efficiency and attention to detail are essential requirements of this job since the position serves as the first steps of the entire organization’s Accounts Payable process.
Knowledge of email etiquette and best practices.
Must professionally and clearly enforce accounts payable processes and rules with all staff as appropriate.
14.
Strong interpersonal skills, collaborative work style and strong oral, written, and communication skills.
15.
Well defined organizational and time management skills.
16.
Ability to work independently and flexibly17.
Ability to handle intense situations, display good judgment and decision making skills, and remain calm and clearheaded under pressure.
18.
Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level19.
Must use reasonable precaution in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business20.
Conditions of employment include: · Must be at least 18 years of age; possess a valid CA Driver’s License, at least 2 years driving experience, reliable transportation, proof of auto insurance, and DMV driving record that meets TMHA’s current vehicle insurance requirements.
May be required to utilize personal vehicle and auto insurance.
· Ability to possess and maintain good physical and mental health.
· Ability to work well within a team and maintain a professional, respectful attitude in the workplace.
· Ability to be willing to work with supervisor oversight and direction.
· Attendance is an essential function of this job that requires face-to-face interaction with clients and/or other employees.
· Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.
· Must be able to successfully complete First Aid and CPR training.
Physical Demands:1.
Seeing2.
Hearing3.
Speaking4.
Stooping/Bending5.
Moving around office6.
Moving between offices/staff locations7.
Lifting/carrying moderately heavy items (file boxes)8.
Computer use9.
Using hands/fingers