Accounting Assistant

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Accounting Assistant

Location: Pierre, SD

Agency: Capital Area Counseling Service

Employment Category: Hourly

Employment Type: Full-time

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

Position Description:   Works with the Finance Team 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 wrong merchandise sent, shortages, over shipments, or delivery reminders 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 for CACS and BGCCA.

Records receipts in financial accounting system.

Special Contract Invoicing:

Prepares monthly invoices for the agency specialty contracts by:

Gathering data from the Electronic Health Record (EHR) system.

Obtaining and interpreting transaction reports from the accounting system.

Maintaining ongoing spreadsheets.

Other Relevant Duties as Assigned

Required Skills / Abilities:

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.

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.