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Company Name : Alexandria Redevelopment and Housing Authority
Location : Alexandria, VA 22314
Position : Accounts Payable/Payroll Clerk
Job Description : POSITION DESCRIPTION Position Title: Accountant I (Accounts Payable/Payroll) Reports To: Comptroller Office/Department/Division: Finance and Administration FLSA Status: Exempt Summary Performs a variety of clerical accounting duties in support of an assigned accounting system, function, or program with emphasis on accounts payable, payroll and maintenance of general and subsidiary ledgers and accounts. The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.Duties and Responsibilities The Accounts Payable/Payroll Specialist is responsible for providing financial, administrative, and clerical services related to accounts payable and payroll. This includes processing and monitoring payments and expenditures and preparing and monitoring the payroll system.Gathers and sorts documents and related information, processes and verifies vouchers and invoices for accuracy, makes all necessary adjustments in balances, and verifies and reconciles balances and accounts to be paid.Researches problem invoices and purchase orders and contacts vendors by phone, in writing, or in person to obtain or provide information.Assists the Procurement staff in the review of purchase order requests for departments, verifies availability of budgetary funds, encumbers funds, and issues purchase orders.Obtains Request for Taxpayer Identification Number and Certification (Form W9) and references from vendors.Obtains authorization for encumbrances of budget appropriations from supervisor up to limits established by approved procedures.Runs trial report of payables to check for accuracy. Processes, prints, and obtains required signatures on checks. Issues check for payment, including audit checks, refund checks, checks for Tenant Accounting, and other manual checks.Reconciles employee travel vouchers with travel advances and actual expenses reported by employees. Prepares travel advances and reimbursements and corporate purchasing card payments and disburses to vendor or employee as appropriate.Accountant I/Accts. Payable/PayrollPage 2* of 5*Research account coding and ensure consistent coding is used that provides optimum detail for purchases.Assists in maintaining budgetary records and data in computerized system, verifies and balances information recorded.Answers inquiries from vendors concerning invoice payment status and resolves issues with unpaid vouchers in a professional manner.Resolves account discrepancies by investigating documentation, issuing stop payments, payments, or adjustments.Prepares annual 1099s and reports to federal and state governments.Prepares travel advances and reimbursements and corporate purchasing card payments and disburses to vendor or employee as appropriate.Maintains complete records through posting in general ledger, reconciles monthly bank statement, and assists in preparing semi-annual Minority Business Enterprise reports, and provides other reports as required.Creates and maintains vendor files in an accurate and timely manner.Responds to inquiries from employees, department heads, vendors, and outside agencies about accounts payable procedures.Processes weekly and biweekly payroll, ensures accuracy of timesheet data received, verify timesheets & requested leave are approved by supervisor , verify the correct use of pay codes, review and verify earnings and deduction codes, verify accuracy of uploaded data.Reviews the Pre-Check Summary, the Pre-Check Exceptions, and the Pre-Check Detail listing reports before completing payroll process.Completes the payroll process and runs the Summary Payroll Register to report the net pay to the Comptroller.Runs Cash Analysis Report and identifies taxes due and paid through ADP’s tax services.Notifies comptroller of the same.Runs Cash Analysis Report to identify garnishments that are due and paid through ADP’s s payment services.Generates GL interface report and sends it to Comptroller.Creates and uploads GL entries to record the payment of tax liabilities and garnishments.Runs Cash Analysis Report to identify 401a, 407 and other contributions that are due and processes payments.Maintains copies of all supporting documentation.Accountant I/Accts. Payable/PayrollPage 3* of 5*Handles documents on a variety of general financial topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.Performs other duties as required including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise balance the workload.Makes recommendations to management regarding cost controls.Qualifications and Knowledge Two-year Associate’s Degree from an Accredited College or University or Graduate of a licensedBusiness College with two (2) years of work experience in a related field or five (5) years of progressively responsible experience in bookkeeping, accounting, finance, or closely related field or an equivalent combination of education and experience.Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.Ability to determine, calculate, tabulate, or summarize data/information and includes performing subsequent actions in relation to these computational operations.Ability to establish priorities in workload and to assure continuity of work flow.Ability to establish and maintain effective working relationships with co-workers and persons outside of the ARHA.Ability to deal effectively with sensitive and confidential information.Ability to prepare clear and concise narrative and statistical reports and deals effectively with situations requiring tact and diplomacy with firmness.Ability to operate Authority computer equipment and software packages.Valid driver’s license and good driving record.Supervision Given and Received The employee receives instructions from the Comptroller, Procurement Manager and may receive requests from other Senior Staff. Courses of action, deadlines, and priorities are established by procedure, the Comptroller, or the employee, depending on the assignment. Routine duties are initiated by the employee without supervisory direction. Instructions to the employee may be general or specific in nature. Problems or situations not covered by instructions are usually referred to the Comptroller for resolution. The employee’s work is reviewed periodically for accuracy, completion, and compliance with policies and procedures.Accountant I/Accts. Payable/PayrollPage 4* of 5*The employee has no supervisory responsibilities.Guidelines Guidelines followed by the Accountant I include published laws, regulations, handbooks, financial and accounting standards established through nationally recognized accounting standards boards. If guidelines do not cover a situation, the employee consults the supervisor. Sound judgment, consistency, and accuracy are needed to successfully perform duties.Complexity The employee performs a wide variety of related tasks that are routine and repetitive in nature, remaining flexible to adapt to changes depending on circumstances. The employee must identify the work that needs to be done, determine how to accomplish it and coordinate, integrate, and prioritize a variety of tasks or assignments. Routine work is relatively structured and problems may require consultation with the supervisor.Scope and Effect The employee’s work affects the Authority’s credit standing and budget. Successful accomplishment of tasks by the employee can enhance the Authority’s ability to provide housing that is decent, safe, and sanitary, and to render adequate services for its residents.Personal Contacts The Accountant I have contact with a broad range of individuals including: coworkers, residents, vendors, and business firms. Personal contacts serve multiple purposes including: giving or gaining information and resolving problems.Physical Demands Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.Must be able to sit or stand for up to eight hours at a time while performing work duties.Must be able to bend, stoop, push, and pull in the performance of office-related duties.Must be able to use fingers bilaterally and unilaterally to operate office equipment.Must have vision and hearing corrected to be able to perform essential job functions.Must be able to maintain punctuality and attendance as scheduled.Accountant I/Accts. Payable/PayrollPage 5* of 5*Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.Work EnvironmentWork involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.Job Type: Full-timePay: From $25.00 per hourPhysical Setting:OfficeSchedule:Monday to FridayCOVID-19 considerations:Masks are still required when in public areas and meeting with others in the workplace.Ability to commute/relocate:Alexandria, VA 22314: Reliably commute or planning to relocate before starting work (Preferred)Experience:Accounting: 3 years (Required)Work Location: One location
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