Accounting Specialist II

JOB DESCRIPTION 

JOB TITLE: ACCOUNTING SPECIALIST II  

EMPLOYEE STATUS: At Will, Non-Exempt, Full Time 

AGENCY: Central Valley Training Center, Inc. 

SUPERVISES: N/A 

REPORTS TO: Chief Financial Officer 

STARTING SALARY: $26.25/hr 

BENEFITS: Medical, Dental, Vision, and Life Insurance, 401k, Paid Vacation, Sick Leave, and Holidays. 

(This job description is not an implied contract for employment.  It is a management tool for assigning work.) 

STATEMENT OF THE JOB 

Under the supervision of the Chief Financial Officer, the Accounting Specialist II is responsible for purchasing, accounts payable, billing, accounts receivable, payroll functions, banking, financial and dashboard reporting. Interface with various electronic systems and ensure quality control.  The Accounting Specialist represents the organization in all interactions with customers. This position shall maintain a required status as an approved driver and as a confidential employee.  Complies with CVTC Inc. policies and procedures and demonstrates appropriate Employee Standards of Conduct. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Purchase for company sites including janitorial, program and office supplies and equipment. 

• Analyze invoices and credit memorandums to ensure appropriate pricing and quantities.  Contact vendors/directors regarding errors in invoices, partial or duplicate shipments, prices, and substitutions. 

• Track due dates and ensure that all vendor invoices and periodic payments such as rents and leases are paid on a timely basis. Verify accounting codes and obtain necessary approvals. Approve standard invoices. Prepare 1099’s. 

• Record and reimburse petty cash, Costco and budget checks expended by sites. 

• Maintain contract files including leases and notifies Chief Financial Officer and Chief Executive Officer prior to action being necessary (change payment, end of term, etc.) 

• Track due dates and publish annual schedule of all taxes and governmental fees.  Pay taxes on a timely basis using the payment method required by the government. 

• Track expiration dates for vendor certificate of liability insurance. Ensure all are updated/received timely.  

• Collect and review consumer attendance information from all sites; generate attendance-based billing to various agencies, individuals and school districts on a monthly basis. Audit and submit billing. Calculate purchase orders, POS and ISA’s and track payments against vendor documents.  

• Generate monthly consumer contract billing. Audit and submit billing. 

• Process all accounts receivable. Record all income in electronic system. Follow up on any discrepancies and unbilled revenue. 

• Audit and enter all payroll data into the electronic payroll system; maintain quality control of electronic payroll system; interface with vendor regularly to ensure the integrity of the payroll system. Maintain all payroll documents in confidential filing system. Ensure payments are made according to wage and hour laws. 

• Maintain site petty cash. 

• Confirm credit card transactions are valid. Prepare bank deposits. Transfer funds between CVTC accounts. Complete bank reconciliations. 

• Enter journal entries, upload files, review and format financial reports for Directors and Executives. 

• Maintain dashboard folder, performance indicators and board reports. 

• Enter information into the computer to prepare checks, invoices, correspondence, receipts, or other documents.   

• Prepare documents for annual audits. 

• Schedules maintenance for facilities, vehicles, and company equipment. 

• Compile, sort, audit and verify accuracy of data. 

• Maintain an organized, professional office environment. 

• Maintain an organized filing system for all files related to the accounting department. 

• Keep supervisor up to date on all accounting issues. 

• Perform other duties as assigned. 

DESIRED SKILLS AND ABILITIES 

Language Skills: 

• Clear and timely communication with others. 

• Follow written and verbal directions. 

• Present information effectively, accurately and thoroughly in a style others can understand and act upon. 

• Listen to others’ information, asks questions that clarify the intended message, and respond to questions from manager, consumers, and outside organizations. 

Writing Skills: 

• Written work is thorough and accurate. 

• Written materials are provided in a timely manner and in a style others can use. 

Mathematical Skills: 

• Calculation of figures and amounts including addition, subtraction, multiplication, division, and percentages. 

• Ability to apply basic math concepts. 

Computer Skills: 

• Experience using network-based system including knowledge of file structure. 

• Excel – Ability to develop and copy formulas, and format worksheets. 

• Word – Ability to keyboard, prepare letters and simple documents including formatting, table development and spell check. 

EDUCATION and/or EXPERIENCE 

• Associate's degree (A. A.) or equivalent from a twoyear college or technical school; or four years related experience and/or training; or equivalent combination of education and experience. 

PHYSICAL DEMANDS 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• While performing the duties of this job, the employee must have the ability to sit, stand, walk, bend, squat, climb, kneel; use hands to finger controls; and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. 

• Please note: This job description is not intended to be all-inclusive. The employee will be required to operate a motor vehicle and occasionally travel to various satellite locations. 

• Central Valley Training Center, Inc. reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment, but rather a management tool for assigning responsibility. 

ESSENTIAL REQUIREMENTS OF THE JOB 

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. An individual must possess basic knowledge of computer software programs, bookkeeping, communication skills, and modern office techniques. 

• Must be willing to travel within the state of California up to 10% of the time. 

• Must meet state personnel licensing standards, which is to include a record review conducted by the State of California, and a review by the Federal Government as well if applicant is new to California within the last two years. 

• Must be willing to work within a culturally integrated workplace, and be willing to respect  human differences based upon race, religion or religious creed, religious observance, color, caste, indigeneity, age, sex, sexual orientation, gender identity, gender expression, transitioning, or transgender status, genetic information, national origin, ancestry, protective hairstyles (including, but not limited to braids, twists, and locks, etc.) marital status (includes lawfully recognized same sex marriages), medical condition, disability, military service, military and veteran status, pregnancy, childbirth and related medical conditions, reproductive health decision making, off-duty cannabis use, and any other classification protected by federal, state, or local laws, regulations, ordinances, and any other characteristic that distinguishes people from one another. 

• Must possess basic English communication skills. 

#HPCVTC