Accounting Administrator

SUMMARY:

This position is primarily responsible for maintaining and analyzing Allies in Hope payable and payroll processes, ensuring timely and

accurate invoice processing, reconciliation, and compliance with company policies and financial regulations. This role involves extensive

data entry tasks, vendor management, and collaboration with internal departments to optimize AP and payroll workflows and improve

financial efficiency. Prepares weekly accounts payable checks and ACH payments. Reviews and manages semi-monthly payroll.

Maintains and monitors Allies in Hope cash flows. Oversee personal action forms to ensure timecards are coded correctly to current

grant funding by working with human resources and managers.

Duties:

1. Ensure invoice coding aligns with company chart of accounts and grant funding.

2. Maintain and update vendor records, including tax IDs, payment terms, and banking details.

3. Process expense reports and ensure compliance with company policies.

4. Process payments via checks, ACH, and wire transfers.

5. Uploads weekly positive pay check report to the bank.

6. Is responsible for monitoring daily bank functions via internet including transmittal of checks and approval of outstanding items

through positive pay.

7. Verify insurance premium payments and process check request.

8. Ensure insurance premium payments are mailed out timely by utilizing a checklist.

9. Researches cashed checks using Frost banking software.

10. Reconcile vendor statements to ensure all invoices are accounted for and processed.

11. Identify and resolve discrepancies in invoices and payments.

12. Serve as the main point of contact for vendor inquiries regarding payment and invoice status.

13. Communicate with internal teams to resolve invoice discrepancies.

14. Prepares daily cash activity needed for the monthly cash flow report as directed by CFO to assure cash flow needs are met.

15. Processes agency payroll semi-monthly through ADP Total Source, including employee deductions for insurance and savings

plans.

16. Processes pay period ending reports for payroll, postage, criminal background checks, health, life insurance, VALIC and various

other reports using MIP.

17. Maintains employee records, checks and payroll reports.

18. Calculates and processes manual checks and bonuses.

19. Process and corrects discrepancies in trial and final semi-monthly payroll to ensure accuracy before submitting to ADP.

20. Audits all payroll paperwork, including timesheets, paychecks, and payroll reports and personnel forms.

21. Monitors personal action forms for all employees to ensure timecards are coded correctly to current grant funding.

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22. Maintains and pays employee retirement accounts on a timely basis.

23. Consults with HR on employee issues, timesheets and records.

24. Assists Senior Accountant as a backup when necessary.

25. Is responsible for month-end closing monitoring.

26. Responsible for preparing schedules and reports and providing other necessary information as requested to facilitate the annual

independent audit process as directed by the CFO..

27. Assists the Director of Grants Management and Senior Accountant in developing appropriate departmental policies and

procedures in accordance with generally accepted accounting principles as directed by the CFO.

28. Documents all aspects of job responsibilities, participating in cross training as directed by CFO to assure back up staffing is

available when needed.

29. Assists the CFO in assigned projects which support various aspects of agency budget development, budget forecasting,

revisions, and analysis as directed by the CFO

Pay: $65,000.00 per hour

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person