Position Overview/Job Summary:

The Accounting specialist is responsible for accounts payable, accounts receivable, and general billing and accounting activities. This position will work with other accounting professionals and require knowledge of Deltek Vision or Vantagepoint. The position will report directly to the Accounting Associate Supervisor.

Essential Job Functions:

• Charge expenses to accounts and cost centers by analyzing invoice/expense reports, obtain the appropriate approval and documentation and record entries.
• Responsible for paying and keeping record of all invoices and backup. Keep track of all company credit card spending, and make payments on credit accounts
• Prepare and mail all required annual 1099 filing and assist in the public agency reporting.
• Apply the receipts to the appropriate AR invoices and deposit the checks to the Bank.
• Post Timesheets after the approval, run Benefit hour Accruals and cross check employees’ vacation and sick hours to resolve any variances.
• Reconcile the bank cash account and credit cards on the monthly basis.
• Prepare the monthly financial report and assist in the monthly/quarterly/annual financial reporting.
• Prepare the Joint venture (JV) invoices on the monthly basis, obtain the approval from the project manager and send the invoices to the client. Bookkeep and maintain the JV financials in QuickBooks.

Contracts:

• Set up new accounts and opportunities in Vision
• Review contracts to ensure that all projects are set up according to terms and conditions therein.
• Create category and billing rate tables per the contract specifications
• Communicate with Area Managers to ensure proper set up of budgets for all projects.
• Process Change Orders and attach documentation in Vision

Invoices:

• Prepare and draft invoices according to contract specifications and distribute to Area Managers for approval
• Make invoice changes and/or adjustments per direction from Area Managers.
• Once draft invoice is approved, generate final invoice in Vision and send to client.
• Contact client for any invoices that exceed 75-90 days past due noting the response in the comments section of the Project Review screen.
• Review sub-consultant invoices for accuracy and communicate any discrepancies to budget terms.
• Respond to client inquiries regarding invoice questions as well as provide budget information if needed.
• Perform additional assignments and special analysis for Area Managers and Supervisor as requested.

Month End Reporting:

• Process month end reports:
• Subconsultant Report – Confirms current charges and payments made to consultants
• Profit Statements – Enter data from income statements and true-up the information on report
• Segment Report – Enter invoice data in report, which reveals the revenue for both region and billing category
• Invoice Register – Download register from Vision and sort by project number, which contains the data for the Segment Report each month.
• Cost Reports – Enter the projects job-to-date from Vision for cost and revenues with resulting profit information.

Requirements:

• 4-year degree in accounting, finance, business administration, or another related field.
• Working knowledge of accounting to include debits, credits, and making general journal entries.
• Detail oriented, organized, and self-motivated.
• Proven knowledge of industry-leading accounting software Deltek Vision or VantagePoint
• Comfortable with productivity tools such as Microsoft Office Suite
• Functional knowledge of database and spreadsheet tools, such as Excel
• Ability to work either independently or collaboratively as needed
• Strong communication and organizational skills
• The general job responsibilities are listed above but will require an individual with capacity to adapt to the changing needs of the company.