Job Description
Accounting Assistant
Location: Pierre, SD
Agency: Capital Area Counseling Service
Employment Category: Hourly
Employment Type: Full-time – 36 hours per week
Benefits: Employer paid monthly premiums for health, dental, and life insurance for the employee; 401K participation with an up to 6% match after meeting eligibility requirements; paid holidays; paid YMCA family membership; and vacation and medical leave
Perquisites: continued education/professional development opportunities and a supportive team environment that promotes staff wellness and self-care
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Position Description: Works in the finance department to manage the comprehensive accounting program with the daily fiscal operations, to provide the foundation for sound fiscal procedures that comply with state and federal guidelines and incorporates management’s goals and directives. Performs accounting tasks to provide the appropriate level of expertise and understanding. Follows established and documented CACS fiscal record keeping procedures.
Duties/Responsibilities:
Accounts Payable:
Monitors, receives, and maintains the voucher and claims documents and reviews for accuracy. Codes for payment. Calculates and collects data for reports to ensure accuracy and efficiency of documents and account balances.
Examines a variety of source documents such as employee vouchers, vendor invoices, inventory, and authorizations to ensure that all required information is provided and standard operating expenditure rules and procedures are followed.
Enter all claims as bills and attach all supporting documentation on accounting system.
On a weekly basis, process bills by either ACH or checks to ensure they are paid promptly and according to guidelines.
Maintains a filing system for information such as vendor invoices, employee reimbursement vouchers, correspondence, returned bids, or filled purchase orders to ensure an accurate account of activities.
Maintains vendor files; requests and enters W9 information into accounting system.
Purchase Orders:
Submits purchase requisitions for approval.
Prepares purchase orders after the requisitions have been approved.
Once prepared, returns the purchase order back to the requisitioner for ordering.
Answers and makes telephone calls; composes and prepares correspondence with vendors regarding discrepancies in invoice totals or past due balances and documents accordingly to resolve any problems that arise between CACS and the vendor.
Maintains the central inventory by working with CACS staff to record physical inventories and make any recording changes in inventories as they occur to maintain an accurate, updated account of properties.
Month-end Accounting Transactions:
Prepares and enters any adjusting entries and attaches all supporting documentation in accounting system for approval.
Monitors recurring transactions for completeness.
Cash Receipts:
Prepares a minimum of a weekly deposit.
Records receipts in financial accounting system and ensure proper documentation.
Ensures receipts from the electronic health record balance with the accounting system transactions.
Payroll Processing:
Assists the CFO and Finance Specialist in the monthly payroll processing, which includes:
Completing payroll processing pre-checks.
Reviewing trial payroll reports and will address any need for correction.
Reconciling employee and employer deductions with vendor invoices and against internal records to ensure accuracy.
Running necessary reports from the Human Resources Information System (HRIS) and review for accuracy.
Financial Procedures:
Assists with outlining the agency’s financial processes to ensure efficiency and effectiveness.
Assists with training staff on new processes.
Other relevant duties as assigned.
Required Skills / Abilities:
Proven problem solving skills.
MS Excel skills and knowledge of accounting system software.
Strong verbal and written communication skills.
Ability to act independently, with good judgment.
Ability to work effectively as part of a team.
Ability to be organized.
Ability to clearly set expectations.
Ability to plan, coordinate, prioritize work.
Maintain confidentiality and comply with agency compliance plan and code of ethics.
Excellent computer skills/proficient in computer applications, specifically MS Office, word processing, spreadsheets, data entry, and internet.
Strong organizational skills.
Ability to meet deadlines.
Must possess a valid Driver’s License.
May need to use personal vehicle for work-related tasks and must provide proof of insurance.
Education and Experience:
Minimum of an associate degree in a relevant field; a combination of education and work experience may be considered.
Experience with bookkeeping practices to record debits and credits, basic accounting and financial principles, invoices, and other related practices.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.