Accounting Specialist Job at Riley Children's Foundation in Indianapolis

Position Purpose

Working as part of the Finance team and reporting to the Vice President, Finance, the Accounting Specialist plays a key role in providing meaningful, timely and accurate financial information for Foundation leadership and the Board of Governors.

Foundation, region/department and individual staff goals are set annually and are expected to grow toward the Foundation's strategic plan and annual business plan.

Direct Reports: NA

Key Responsibilities

1. Account Reconciliation

• Reconcile Social Work bank accounts monthly.
• Reconcile general ledger accounts on a monthly/quarterly basis, including but not limited to:
  1. Prepaid expenses
  2. Annuity investments and related annuity liabilities
  3. Credit card and employee reimbursement clearing accounts
• Reconcile restrictions within fund balances monthly.
• Record transactions and activity in the general ledger and other financial records of the Foundation.

2. Employee Expense Reimbursements / Company Credit Card

• Review and approve employee expense reports and company credit card transactions in Concur to ensure proper account coding and approvals.
• Monitor the posting of employee expense reimbursements and company credit card transactions to the General Ledger.
• Act as the Concur organizational resource and help employees with related issues.
• Conduct Concur training for all new employees.
• Investigate and resolve issues when necessary.

3. Internal Controls

• Monitor and enforce the Foundation's fraud controls including but not limited to:
  1. ACH payment set up via the banking website
  2. Maintain ACH block list exceptions with the bank
  3. Monitor bank account for automated debits
  4. Upload positive pay files to bank website after each check run
  5. Monitor positive pay exceptions
  6. Ensure vendor invoices, employee reimbursements, and company credit card transactions comply with the Foundation's policies relating thereto

4. Invoice Processing

• Review vendor invoices to ensure proper account coding and approvals. Ensure that a proper month end expense cutoff is achieved by being mindful of posting expenses in the proper period. Input payment source information into the Accounts Payable system.
• Prepare checks to vendors. Coordinate check signature and mailing.
• Maintain vendor list and set up new vendors including obtaining Form W-9 when necessary.
• Investigate and resolve issues.
• Communicate with vendors when necessary.
• Prepare Form 1099's, sales tax and other related tax documents in accordance with established deadlines.

5. Gift Processing

• Process daily batches of checks and direct deposit funds received by the Foundation. Organize, cleanup and enter data into the central database. Generate associated batch reports.
• Create user accounts in database related to funds received as necessary.
• Deposit checks via electronic check scanner. Handling of cash is prohibited by this position.
• Run reports as required. Arrange for receipts to be processed by outsourced vendor or print receipts as deemed necessary.
• Assist in processing returned tax receipts as needed.

6. Reports and Audit

• Prepare monthly reports and analysis as assigned.
• Assist in the development of policies and procedures for area of responsibility.
• Assist with special reporting, information requests and special projects as requested.
• Complete annual audit assignments and assist auditors as necessary.

7. Administrative

• Administrative Tasks: Perform various administrative tasks for the department including but not limited to filing, scanning, mail distribution, and organizing documents.
• Meetings: Prepare for and actively participate in all Riley Children's Foundation meetings as appropriate. Ensure expectations and tools for meeting agendas and follow-up are implemented.

• Technology: Understand and effectively use the technology available at the Riley Children's Foundation.
• Compliance: Ensure strict compliance with all Foundation policies, as well as local, state and federal laws that govern business practices.

8. Other Duties as Assigned

• Riley Children's Foundation events: Participate in Riley Children's Foundation Events as requested.
• Other duties as assigned.

Education and Experience

To perform this job successfully, an individual must have the following education and/or experience.

• Education: High school diploma required. Significant prior experience processing accounts payable is required. Prior experience with NetSuite or equivalent accounting system preferred.
• Experience: Minimum 2-4 years of experience with Accounts Payable and 2-4 years of General Accounting experience
• Skills: Attention to detail, ability to work in a high-volume environment and comfortable in enforcing payment policies and procedures. Must have the ability to work with confidential information. Solid understanding of the Accounts Payable processes and related general accounting practices. Good communication skills. Problem-solving, research and analytical skills. Attention to detail and organization. Proficiency in Microsoft Office products with a key focus on Word, Excel and Outlook, including intermediate level Excel skills. Proficiency in use of NetSuite or equivalent financial software.
• Qualities: Personal belief in Riley Children's Foundation vision, mission, core values and strategic direction. Results oriented. Ability to work independently under pressure and effectively prioritize a varied and diverse workload. Creative and resourceful. Inquisitive and sharp minded coupled with demonstrated aptitude for strategic donor or customer experience strategy. Self-motivating and self-starting. Ability to take quiet pride in one's work. Perseverance. Optimistic and positive. Team player. Must adhere to the highest ethical standards. Professional demeanor.

Work Requirements

The work requirements described here are representative of those an individual must meet to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Physical Demands

• Ability to work in a fast-paced environment.
• Ability to stand and sit for periods of time and to move intermittently throughout the workday.
• Ability to operate office equipment, including computers, copiers, and phones.
• Ability to occasionally lift and/or move up to 25 pounds.

Travel

• Usually same-day business travel; excludes daily commute.