Accounts Receivable Accountant

Group Definition:

Accountants perform professional accounting work that requires application of accounting theories, concepts, principles, and standards to the financial activities of the organization. The work includes preparing, analyzing, interpreting, and presenting accounting data; operating, maintaining, and modifying accounting systems; using accounting information to recommend solutions to management problems and structuring of organizational programs; managing operating and analyzing cost accounting systems; and designing, implementing, and assessing internal control processes and systems.

Essential Functions: (The functions listed below are characteristic of the type and level of work associated with this group and pay band. They are not all-inclusive. Individual positions may perform some or all, as well as other similar work.)

Accounts Receivable:

• Prepare invoices and related required reports for all grants and contracts, send to customers monthly and accurately post AR ledger entries in the accounting software.

• Responsible for grants and contracts closeout process.

• Review Account Receivables Aging report and follow up with customers on Accounts Receivable past due balances.

• Prepare miscellaneous expenditure reports as requested by customers and funders.

• Monitor contracts and grants balances, expenditures, identify and resolve discrepancies to ensure that costs do not exceed budgeted amounts by line item. Analyze causes for exceeding budget; propose solutions and make approved adjusting entries.

Other Duties:

• Review payroll encumber to ensure all warning issues related to overbudget; contract performance periods resolved.

• Prepare a payroll file to import into the accounting system.

• Maintain payroll Job Code list in the accounting software to ensure it matches with ADP Job Code list.

• Serve as a WEX cards (gas cards) administrator.

• Other duties as assigned.

Supervisory Controls:

At the lower end of the range, the supervisor or other designated employee discusses possible problem areas and defines objectives, plans, priorities, and deadlines. The employee independently plans and carries out the assignment in conformance with accepted accounting practices.

The employee resolves commonly encountered work problems and deviations but brings controversial information or findings to the supervisor's attention for direction. The supervisor does not usually review methods used in detail. Work is evaluated for technical soundness, adequacy of the investigation and analysis, and validity of conclusions.

At the upper end of the range, the supervisor outlines overall objectives and available resources. In consultation, the employee and supervisor discuss timeframes, scope of the assignment, stages, and possible approaches.

The employee is fully experienced in applying concepts and methodologies and is fully competent to plan and carry out the assignments, resolve most of the conflicts that arise, coordinate his/her work with others, interpret policy and regulatory requirements, develop changes to plans or methodology; and/or provide recommendations for improvements that better meet program objectives. Problems brought to the supervisor's attention include major problems in completing accounting systems installation or inability to meet key budget and program deadlines, or the equivalent.

Guidelines:

Primary guidelines include generally accepted accounting principles, federal travel regulations, OMB regulations and directives, federal circulars, PSMFC Personnel Policy Handbook, and PSMFC standards and policies. Because of the variety of transactions, the employee must thoroughly understand all the guidelines to determine the best approach for researching and resolving any given problem. The employee uses judgment to adapt the guidelines to specific cases or problems and/or to interpret the very large number of varied policies and regulations.

Complexity:

While contracts commence and conclude throughout the fiscal year and accounting transactions are voluminous, the basic program operations are stable and system requirements are established and documented. The employee studies existing reports, accounts and instructions to streamline operations or to provide more meaningful financial information.

The employee must recognize problems, understand past procedures for resolution, and have current knowledge of all rate and contract changes that may affect the information entered and adjustments needed in the accounting system database. The incumbent then proceeds using independent judgment based on extensive knowledge and experience.

Scope and Effect:

The work assures the accuracy and validity of contract charges for which PSMFC seeks reimbursement from the funding agency. The fiscal section and program managers depend on correct project accounts information for budget expenditure and balance reports, and revenue forecasting and billing to contract agencies. Accuracy, reliability, and timeliness of project accounts are essential in maintaining PSMFC credibility and reputation with the many federal, state, and private contract sources that fund PSMFC work.

Personal Contacts:

Contacts within PSMFC include working with all PSMFC staff including field employees in five states. Contacts outside PSMFC include working with vendor accounting and purchasing departments and various state and federal agency contract and project supervisors.

Purpose of Contacts:

Contacts are for the purpose of clarifying or resolving questionable items on claims and invoices. This requires diplomacy in seeking or exchanging information and resolving problems, and clarity in documenting and justifying final decisions and resolutions.

Physical Demands:

The work is sedentary. Employee may need to carry light items such as files, books, or notebooks, but no special physical effort is required.

Work Environment:

The work area is adequately lighted, heated, and ventilated. The work environment involves everyday risks or discomforts that require normal safety precautions.

PSMFC is an EEO/AAP Employer. We maintain a drugfree workplace.