Accounting Specialist, Accounts Receivable

The Accounts Receivables Accountant is responsible for aspects of accounts receivables functions, including processing and disseminating donations, membership, and customer payments, creating batch transactions in Salesforce, reconciling sponsorship, advertising, and exhibit accounts, and bank accounts. The Accountant accurately records invoice payments in the financial management software system (Intacct), deposits checks and cash to the bank, creates check batches in the association management system (Fonteva), creates customer invoices, maintains the aged accounts receivable report, is responsible for collections, and supports proper separation of duties and internal controls, and provide support during month end close and audit.

ESSENTIAL FUNCTIONS:

Manage payments and related controls (approximately 50% of effort):

• Receive, identify, and deposit check payments daily.
• Apply payments to customer accounts, ensuring payments are applied to the correct customer’s account. Research and take corrective action to resolve duplicate invoices and payments.
• Reconcile exhibit, sponsorship, and advertising revenue with director’s and third-party seller reports with accounting system.
• Monitor aging accounts receivable schedule and send past due notices to customers.
• Notify Accounting Manager, A/R, director of finance and CFO regarding invoices over 90 days past due.
• Create check payment batches with control totals in Salesforce Fonteva for membership and development departments.
• Create batch control totals in Salesforce Fonteva and provide copies of all records and distribute to Membership, Development, and other departments for their entry into customer accounts in Salesforce Fonteva.
• Review bank statement daily to record ACH/Wire payments and accurately apply to customer invoices.

Record invoice payments in (approximately 30% of effort):

• In consultation with department directors and staff, create customer invoices. Ensuring accuracy of accounting information, customer ID, and billing information.
• Identify correct program and accounting code for other check payments received.
• Promptly record exhibitor payments received by third-party seller into Intacct.
• Reconcile payments with bank statements.

Payroll payment and reconciliation (approximately 10% of effort):

• Reconcile bank accounts.
• Research charges on FedEx multi-page invoices to ensure they are coded to the correct AFA account and program.
• Reconcile fed-ex account and send invoices to staff/other agencies for personal expenses.
• Reconcile accounts receivable with cash receipts.

Other Duties as assigned (approximately 10% of effort):

• Participate in weekly finance meetings.
• Other duties as assigned.

REQUIRED JOB QUALIFICATIONS

Education and Experience Required:

• Bachelors’ Degree or equivalent experience.
• Minimum of three to five years of bookkeeping and/or accounting experience.
• Experience participating in full cycle accounting, month and year end close, and audits.

Education and Experience Preferred:

• Experience working in the Finance Department of a non-profit or association organization.
• Experience with Sage Intacct financial management system.

Department Core Competencies:

Strategic Planning

Business Acumen

Problem-Solving

Consultation

Critical Evaluation

Knowledge, Skills, and Abilities Required:

• Familiarity with Fonteva, Salesforce, Intacct, remote bank deposit scanner, and other key tools, or the willingness and ability to develop familiarity.
• Knowledge of revenue recognition principle.
• Critical thinking skills.
• Ability to effectively utilize interpersonal skills and reliable information when working with internal customers, team members, and external stakeholders to accomplish project goals.
• Strong organizational skills and ability to consistently attend to details and meet deadlines.
• Excellent written and verbal communication skills.
• Ability and commitment to act with integrity, professionalism, and confidentiality.
• Excellent technical support, analytical, and problem-solving skills.
• Ability to work autonomously and with teams.
• Proficient with Microsoft Office product suites (especially Excel and PowerPoint) and knowledge or ability to learn other computer-based systems.

WORKING CONDITIONS:

• Works out of Air and Space Forces Association headquarters in Arlington, VA
• Office hours are 8:30 a.m. to 5:00 p.m. Monday to Friday, subject to modification based on the needs of each program or site.
• Operates in a professional office environment with travel to local offices, community partners, and events.
• Routinely uses standard office equipment such as computers, phones, copiers, filing cabinets and fax machines.
• Must be able to work overtime.

Physical Demands:

The position requires sedentary work (sitting most of the time with no adverse environmental exposure) and occasional exertion of up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The position also includes the following physical requirements:

• Movement. The employee in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• The employee in this position needs to be able to operate a computer and other office productivity machinery such as a copy machine and printer.
• The employee is required to communicate and hold verbal conversations with others by means of the spoken word. Employees must be able to exchange accurate information in these situations.

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 accommodation will be made to enable individuals with disabilities to perform the essential functions.

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