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HARRISONBURG ROCKINGHAM CSB LogoHARRISONBURG ROCKINGHAM CSB

Accounting Specialist

Harrisonburg, Virginia•Full-time
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About the Job
Interested individuals should visit www.hrcsb.org/opportunities/ and submit an application by click the "Apply Now!" button.

General Statement of Duties:
Maintains the Board’s accounts payable system, and the payee system; also performs other financial, accounting and administrative support tasks related to Representative Payee program, payroll, accounts receivable, and the general ledger.

Distinguishing Features of Work:
This position reports directly to the Accounting Manager or CFO. The incumbentperforms accounts payable, accounts receivable, payroll, and accounting related work. This position requires the exercise of a high level of discretion and the application of certain administrative, accounting, and tracking skills. The work requires appropriate independent action, decision-making, posting and record keeping, and interpretation of technical accounts payable, payroll, accounts receivable and accounting procedures.

This position is classified non-exempt under the provision of the Fair Labor Standards Act.

Major Duties and Responsibilities:
Independently performs accounts payable functions for the CSB, Halfway House and representative payee program in accordance with established policies and procedures, including but not limited to the following:
  • Manages and tracks purchase orders throughout the various CSB locations.
  • Matches and processes invoices against purchase orders, checks for completed documentation and duly authorized charges.
  • Process weekly payee disbursements against payee budgets, checks for completed documentation and duly authorized charge.
  • Monitors documentation of receipt of goods.
  • Maintains and monitors standing authorizations for purchases and/or payments, including rent assistance, utilities, etc.
  • Reviews/Assigns subaccount and general ledger expense coding.
  • Maintains CSB, payee and Halfway House master vendor lists.
  • Requests for W-9 forms from new vendors and run sanctions.
  • Cross checks any new vendor with the excluded parties list.
  • Completes credit applications.
  • Prepares sales tax exemption (ST-12) forms.
  • Ensure timely and singular processing of accounts payable vouchers and payment for goods and services received by check, ach and direct deposit payments to vendors.
  • Distributes/mails accounts payable and payee checks in a timely manner.
  • Upload payment files to financial institution.
  • Maintains a working knowledge of Agency organization codes and chart of accounts.
  • Reviews and reconcile all purchasing card accounts.
  • Processes client and third-party payer refunds as requested by billing/reimbursement staff.
  • Maintains the filing of invoices, purchase orders, and other accounts payable / representative payee records in an organized and user-friendly manner.
  • Ensure all documents are scanned.
  • Handles all telephone inquiries from vendors/others in regard to.payments, invoices, etc.
  • Serves as the Agency representative to all vendors.
  • Serves as resource/consultant to other Board staff regarding accounts payable policies and procedures.
  • As needed, interacts with other staff to resolve and/or answer questions about accounts payable activities.
  • Prepares Annual IRS Forms.
  • Determines which vendors are to receive 1099’s and which do not.
  • Verifies vendor totals in Software.
  • Runs the 1099 process in Software and prints forms.
  • Prepares Form 1096 summary.
  • Ensures all forms are mailed to vendors and the IRS within the required deadlines.
  • Performs fiscal year-end activities, including but not limited to:
  • Monitoring purchase orders and invoices received at year end for proper fiscal year recording.
  • Prepares required schedules for year-end audit and provides any required supporting documentation.
  • Attend seminars and workshops related to the above areas of responsibility.
  • Expands own knowledge by such means as academic study, independent study, and other staff development activities.
  • Make effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service.
  • Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect.
  • Responsible for other duties as assigned, consistent with established operational policies, procedures, and practices.

Additional Responsibilities:
  • Receipts of A/R through software for third-party billing.
  • Daily posting of deposit by general journal entries.
  • Weekly remote deposit capture of checks.
  • Weekly cash box reconciliation.
  • General ledger journal entry posting.
  • Payroll backup.

Required Knowledge, Skills and Abilities:
Thorough knowledge of accounting, accounts payable, payroll, and accounts receivable procedures; technical knowledge of computer operations in data entry, word processing, and spreadsheets; good organizational skills; ability to make appropriate independent decisions and take related action based on knowledge of Board policies, procedures and practices; ability to manage assigned routine with minimal supervision; ability to coordinate responsibilities with the work of others; excellent communication skills, including speaking, writing and the ability to interact effectively with the public; excellent interpersonal skills; good judgment, tact and courtesy; efficiency; dependability.

Minimum Education and Experience:
Associates degree, plus four years of progressively responsible experience in bookkeeping, accounts payable systems, reimbursement and accounting; OR any equivalent combination of experience or training that provides required knowledge, skills and abilities.

Other Information:
  • Equipment: Copy machine, PC, designated software, adding machine, fax machine, telephone system.
  • Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.
  • Work Location: 1241 North Main Street, Harrisonburg.
  • Work Hazards: Some hazards associated with repetitive motion necessary for data entry/typing; minimal hazard associated with human services environment.
  • Work Schedule: Monday through Friday, regular office hours; some evening hours as scheduled; additional hours as needed to fulfil job requirements. Regular and reliable attendance is required. 
About HARRISONBURG ROCKINGHAM CSB
Harrisonburg-Rockingham Community Services Board Is A Leading Provider in Mental Health, Substance Abuse, and Developmental Services. We are one of 40 community-based public providers of mental health, substance abuse, and developmental disability services throughout Virginia. The Commonwealth has designated the 40 CSBs as the single point of entry into publicly funded behavioral health and developmental services. HRCSB is supported through local, state and federal funds. We provide an array of programs and supports directly and through partnerships with other providers.
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