AFSPA is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity and Affirmative Action Employer, making decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, veteran status, disability, or any other protected class.
*A Resume is required for consideration. Application submissions without a resume included will be automatically disqualified from consideration.*
Compensation for this position is in the $54k range to $61k range depending on qualifications and experience.
We offer benefits that include subsidized Medical and dental coverage. Other optional benefits include 401K, Vision, Life Insurance, & more.
Hybrid work schedule until otherwise notified. Hybrid work schedules are based on business needs and may require you to have to work in the office up to 4 days per week.
Summary: The Accountant II supports the overall provision of Accounting & Finance services, policies, and programs. Job functions include computing, classifying, recording, and verifying numerical data for use in maintaining accounting records by performing the below functions. The major areas of responsibility are:
Payroll
Accounts Payable
Accounts Receivable
Fixed Assets
Expense reports
General ledger
Cash management
Financial reporting
Administrative
Compliance
Budgeting
Other
The Accountant II supports Accounting & Finance practices and objectives that will provide accurate & timely financial reporting, that emphasizes customer service, empowerment, quality, productivity and standards, and goal attainment.
Accountant II is the lead point of contact / subject matter expert for at least 2 functional areas of Accounting/Finance service delivery, represents the department with at least one external partner and provides support to other functional areas.
Duties and Responsibilities:
Duties & responsibilities for each major area include, but are not limited to the following:
Payroll *
Processes bi-weekly payroll.
Interfaces with supervisors and managers to ensure all time is approved prior to running reports in Paylocity.
Processes payroll-related changes received from Human Resources.
employee deductions and bonuses.
Works collaboratively with HR to ensure timely processing of all payroll changes
401(k) (bi-weekly) Processes 401(k) data to Empower site to ensure amount withheld from employee, 401k loan payments & ER match is posted to their 401k account.
Responsible for Payroll filing system / easy retrieval of historical items
Accounts Payable*
Prepare accounts payable invoices, understand the substance of the underlying transaction and code to the appropriate general ledger account, post payments, process payments in Bill.com
Maintain a list of recurring monthly invoices and ensure timely receipt (call vendor/invoice approver if not received) and payment
Process adjustments and void checks in Sage Intacct (as needed)
Prepare related journal entries
Vendor correspondence related to uncashed checks > 180 days.
Track SLF grants
Responsible for AP filing system / easy retrieval of historical items
Account Receivable / Cash Receipts
AIP payment application to ensure AR balances are correct
Cash receipts
Credit card receipts
Direct debit processing
Employee payments
DFAS
Prepare related journal entries
Complete Cash excel file
Member correspondence
Update Direct debit information
send notices when payment bounces
Responsible for AR filing system / easy retrieval of historical items
Fixed Assets
Maintain a permanent fixed asset ledger with all invoices supporting journal entries to Fixed Asset general ledger accounts, enter/track assets & process *
Work with purchasers and users to ensure that disposals of any assets are reported and accounted for properly in a timely manner with a hard cut off as of 6/30 and 12/31.
Prepare related journal entries
Fixed Assets activity
Depreciation (monthly)
Additions and disposals as needed
Expense Reports
Review employee expense reports (domestic and international) and credit card charges for accuracy, code expenses to the proper general ledger account and create general ledger entries for them *
Apply Federal Acquisition Regulations, Federal Travel Regulations, and cost accounting principles to expense reports
Convert foreign currency for international trips
If there are any personal charges on expense reports or credit card reports, prepare and send quarterly invoice to employees that have incurred expenses that should not be paid by AFSPA and ensure payment is made timely but no later than year end. *
Prepare related journal entries
Credit card activity
Petty cash journal entry
General Ledger
Maintain general ledger
Timely recording of general ledger entries into accounting system (Sage Intacct) and ensuring all transactions meet current standards and GAAP. *
Creating/updating spreadsheets to load into the accounting system and maintain a log of all general ledger entries. This is to properly document and track all monetary transactions/events. This is done throughout each month for recurring and special (one-time) entries. *
Prepare journal entries
Auxiliary insurance programs (AIP) to post transactions from the Billing system to the general ledger.
Records AR, Deferred Revenue for AIP programs
Banking activity
Standard monthly entries (allocate prepaid costs)
Adjusting journal entries
Account Reconciliations (balance sheet accounts) – Find & explain variances between statement balance and balance in Sage (quarterly) *
Bank Account reconciliations (Truist)– Finds and explains any difference between statement balance, and the balance in our accounting system (monthly)
Other general ledger accounts as needed.
Maintains and balances subsidiary accounts by verifying, allocating, posting and reconciling transactions and resolving discrepancies. *
Annually updates allocation rates in Sage Intacct for all expense accounts and staff that are not 100% health. This set up is the framework to allocate costs to all programs on a monthly basis. *
Creates new accounts in Sage Intacct and makes sure they are properly mapped to financial statements. *
Cash Management
Monitor cash balances to ensure funds are available for AP, payroll, operational needs
Prepare timely cash draws from Aetna / OPM
Manage cash balances between investment and checking accounts
Prepare related journal entries
AFSPA cash journal entry
Investment activity (monthly)
Lead the Investment committee and broker meetings
Record and distribute minutes
Financial Reporting and Analysis
Reviewing Income statements & Balance sheets to ensure all costs are appropriately coded before month end close
Prepare AFSPA & SLF executive summaries
Prepare FEHB reporting
Summarizes financial status by collecting information and preparing month end close. Reviews Trial Balance, Income statement and Balance sheets for completeness.
Develops new reports and dashboards as needed
Other reports (Ex: SLF grantee reporting)
Audits and Tax Filings / Compliance
Audit and tax preparation for both AFSPA & FEHB *
Maintains prepared by client schedules (PBC) and uploads to shared website Suralink.
Fields requests from auditors and explains procedure used in different duties (such as journal entries, year-end accruals and account reconciliations), for both interim and year end field work. *
Annual tax preparation of schedules required for Forms 990
Compensation schedule. *
1099 reporting (annual) /maintain W-9 vendor file
W-2 reporting (annual)
941 reporting (quarterly)
AFSPA PCORI tax report for FEHB & HRA (July) *
Annual AFSPA DC Personal property tax report (July), MD (April). *
System Award management updates (annual)
State reporting
Sales & Use tax (monthly)
AFSPA DC Personal property tax report (July),
MD (April). *
DC unclaimed property annual report (related to uncashed checks)
Worker's compensation insurance audit (Oct / Nov)
Maintain current SOPs, update as processes change and update compliance policies annually
Understand and applies
GAAP
Cost accounting – direct & allocating indirect costs
Government contracting – FAR, FTR
Train employees how to submit reports to Accounting
Expense report – Paylocity, AP
petty cash request
change payroll set up in Paylocity
allocate costs in credit card or travel report
Budgeting
Collaborate with colleagues to develop annual budget
Provide variance analysis and explanations
Lead the quarterly time study process, collect and consolidate
Average four quarters of data to be the basis of the following year allocations
Collect General & Administrative (G&A) statistics from colleagues
Other
Partner relationships
Establish and maintain positive working relationships with internal and external partners. EX: (Aetna, Johnson Lambert (JLCO), Truist, Royal Bank of Canada (RBC), Harvest Wealth (HW), Paylocity, Sage, Bill, Concur)
Create/maintain SOPs for responsibilities listed above *
Develop and document business processes and accounting policies to maintain and strengthen internal controls
Training and mentoring junior staff
Protects organization's value by keeping information confidential
Updates job knowledge by participating in educational opportunities and reading relevant professional publications
Develops systems for the maintenance of financial records, making use of current technologies
Other duties as assigned
Requirements:
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Preferrable competencies include but are not limited to: Highly detail-oriented with good communication (oral & written), organizational, time management, interpersonal, analytical, and problem-solving skills; Ability to meet a constant stream of deadlines; Ability to work both independently and collaboratively with different levels of employees; Ethical conduct and Thoroughness; Microsoft Word and Excel (advanced beginner to intermediate); Paylocity, Sage Intacct, Bill.com; Internet Explorer; database software and Microsoft Outlook. Evidence of the practice of a high level of confidentiality.
Education/Experience:
Two years of Accounting education and two years related accounting experience; or equivalent combination of education and experience required. Bachelor's degree or equivalent in Accounting, preferred. Broad knowledge and experience in Accounts Receivable, Accounts payable, Payroll, General Ledger, Fixed Assets, Account reconciliations, Credit card and expense processing, and working knowledge of FAR and FTR preferred.