Accounting Associate

We are located on Capitol Hill in Washington, DC. We are seeking an Accounting Associate (AA) to join its Business Office team. This individual, under the supervision of the Director of Finance, is responsible for a number of tasks in support of the department and organization at large, including: managing invoices and payments in Workday database; assisting with reconciliation and month close processes; communicating with vendors; maintaining supplier records and contract renewals; assisting with procurement cards; and training new staff on Finance processes as needed.

As a key member of the Business Office team, the AA must be solutions-oriented, and manage their time and multiple priorities effectively to support a busy, deadline-driven department.

Successful candidates for this position will have demonstrated experience working in an environment that uses multiple forms of communication (including phone, email, and video conferencing), as well as the desire to work dynamically by improving processes and workflows as opportunities arise.

This standard schedule for this role is Monday-Friday, 8:45am-4:45pm, which is a 35-hour workweek with an hour unpaid lunch daily. This position is currently hybrid, with 1-2 onsite work days required per week; ultimately, it will transition to a fully-onsite role. Candidates must live local to the DC metropolitan area in order to travel from the office to the local bank to make deposits.

Pandemic response: All staff, contractors, and visitors working or visiting onsite are required to be fully vaccinated against COVID-19 and furnish proof of vaccination (unless they have a medical or religious exemption). Masks are required in all shared or public spaces until further notice.

Compensation

• This is a weekly-paid hourly position, with a pay range of $27-$30/hr.

Total compensation includes an extensive benefits plan, including fully-covered health, dental, and vision insurance, and a generous 403b match

Duties

• Enters bank deposits and accounting journals in Workday (database) from approved source documents. Ensures accuracy of data entered. Scans bank deposit documentation and takes deposits to the bank.
• Enters supplier invoice requests in Workday for payment. Verifies with appropriate personnel that the accounts are accurate and properly charged, and ensures that invoices and other documentation is included. Confirms that payments are properly authorized and that the amounts to be paid are correct.
• Supports the Director of Finance with procurement card and expense report month close processes in Workday. Assists with answering common questions and training to help ensure deadlines are met, proper substantiation is provided, and that transactions are coded appropriately. Follows up, verifies receipts, and/or backs up purchase card transactions with credit card users as needed.
• Monitors recurring payments – monthly, quarterly, and annually, including Folger utility charges with regards to payment and usage. Utilities include electricity, gas, and water for both office buildings and all properties. Alerts Director of Finance to any discrepancies.
• Corresponds via phone and email with vendors on a regular basis, including but not limited to: obtaining W-9s; researching outstanding invoices; tracking missing payments; and researching and resolving payable issues. Works with the Director of Finance to address internal and external payment issues.
• Assists in the reconciliation of general ledger accounts to ensure accuracy and sufficient supporting documentation are easily accessible for audit and month close purposes.
• Manages and updates physical and digital filing systems for vendors, including processing new supplier setup requests. Ensures supplier records match supporting documentation and that federal tax forms are completed accurately, including W-9, W8-BEN, and W8BEN(e).
• Monitors and updates records in Workday related to new contract and/or pre-existing contract renewals. Ensures timely submissions, accuracy, and completeness of paperwork to pay vendors. Verifies that backups of contracts are up to date and that dates are reflected accurately in database.
• Supports maintenance of Iron Mountain (offsite storage) records for all departments: completes labeling, in-house record-keeping, system input, and tracking; coordinates all delivery, retrieval, and destroy requests; and trains departmental staff on Iron Mountain processes.
• Follows and assists in documenting the appropriate Internal Controls applicable to organization and departmental procedures to ensure checks and balances are in place.
• Performs other general office duties as assigned, including but not limited to filing of accounting and other business-related documents, photocopying, and shredding of documents.
• Assists in coordinating and scheduling Workday training sessions with new hires and current staff members as needed.
• Conducts analysis and special research projects for Chief Financial Officer as needed.
• Performs other duties as assigned.

Education and Experience

• A.A., or equivalent experience in Accounting or other business discipline, is required. B.A. preferred.
• Minimum of two years’ experience working in an accounting or business office environment is required.
• Some experience with Workday and database applications is desirable.
• Must have experience with answering employee questions; experience training staff from other departments on accounting procedures is desirable.
• Experience preparing accounting information and reports for managers is required.
• Must have demonstrated experience in communicating and corresponding efficiently with individuals inside and outside the organization.

Skills and Knowledge

• Must have strong knowledge and competency using spreadsheet applications (Excel) and other Microsoft office products.
• Ability to handle a high volume of work with meticulous attention to detail, confidentiality, and a high degree of accuracy is needed.
• Ability to work both independently and as part of a team in a deadline-driven environment is required.
• Must be able to navigate accounting software and reporting.
• Ability to be able to communicate with colleagues and outside vendors via phone and/or email to resolve issues and other questions is needed.
• Must maintain a solutions-oriented approach to problem solving.
• Must maintain confidentiality in all aspects of work.

Working Conditions/Physical Requirements

This job operates in a professional office environment. The employee may be exposed to various components of an office environment, such as fluorescent lighting, pollen, dust, recycled air, cooling fans, semi-enclosed areas, central heating, seasonal warmer temperatures, and office noise. 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.

• Normal work week is Monday-Friday, 8:45am-4:45pm. Ability to work varying and additional hours as project demands arise (including evenings and weekends) as necessary.
• Generally, normal office working conditions. The noise level in the work environment is usually quiet.
• Occasionally required to move file boxes or other office items of 20-40lbs.
• Ability to work at a computer for an extended period of time, with accuracy.
• Willingness and capacity to work in an office environment at a workstation, and to come and go repeatedly throughout the day as is necessary, to perform various responsibilities.
• Capacity to communicate, in person, or using video, phone, or electronic communication methods, in a manner which can be understood by others.
• Ability to travel from office to bank regularly to make deposits.