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Accounting Specialist (The Guidance Center)

 In Job Postings

Job Description

Title: Accounting Specialist

Program: Administrative Offices
Date: August 2, 2017 Location: Long Beach
Category: Accounting

Reports To: Financial Controller
Supervisory Responsibility: N/A

Summary Statement:
This position is a key member of the finance department and takes a lead role in areas of Payroll,
Accounts Payable, Department of Mental Health reporting and communication, as well as other finance
activities including Accounts Receivable, generating reports, and supporting and partnering with
the finance team on identified projects. This position must work closely and productively with
internal and external teams including key partners such as Department of Mental Health, TGC Program
teams, TGC Human Resources, etc.

Knowledgeable of and possess the ability to learn and adhere to the prevailing governmental laws as
well as regulations regarding, wage and hour laws, employee/patient’s rights to confidentiality and
limits thereof including compliance with HIPAA, federal and state laws. Must stay abreast of
changing employment laws as it relates to wage and hour changes.

It is important that the individual maintains proficiency in the designated field of employment
through continued education, attending and participating on committees as requested and in
job-related seminars, workshops, and webinars. Participation is also required in program-specific
and Center-wide meetings, including staff meetings and retreats/trainings.

Regular attendance is an important factor in employee’s job performance in order for The Guidance
Center to maintain efficient operations. When employees are absent, schedules and commitments fall
behind, and other employees may need to assume added workloads. Employees are expected to report to
work as scheduled and on time.

Qualifications:
B.A. degree preferred and 2-3 years prior work experience in accounting and general business
practices. Must be computer literate with 3-4 years in payroll processing using computerized
software (e.g., Paychex) and spreadsheet programs. Must have intermediate skills in using Paychex
and must have through understanding of CA Wage and Hour laws. . Strong clerical and numerical
skills are required, as well as good verbal and written command of English. Must understand and
maintain employee confidentiality and exercise a common sense of understanding in carrying out
directions and/or instructions, both written and oral, and in their handling of routine,
problems/situations.

Must have vehicle and maintain a valid CA driver’s license and automobile insurance, or other
reliable transportation to travel to cities in Long Beach, San Pedro, Compton, or other areas in
which the Center has business.

Computer literate in Microsoft Office programs, such as Word, Excel, Outlook. Depending on position
within the agency, may be required to posses or learn, PowerPoint, Publisher, Access or related
database management software.

Core Responsibilities

1. Payroll:

a. Maintain employee payroll database using computerized payroll system. Input and or audit
information regarding new hires, terminations and changes in hours, rates of pay or other status.
Ensure entries regarding deductions for taxes, group insurance, cafeteria plan, 403(b) plan;
garnishments, etc. are accurate and current.

b. Enter semi-monthly payroll into payroll system for transmission to payroll service. Ensure
accuracy of hours and wages paid. Maintain up-to-date hours for vacation and sick time accrual and
taken. Ensure employee time sheets are correct and properly signed. Transmit to the payroll
service by the required deadlines to ensure employees are paid on schedule.

c. Issue manual payroll check(s) through the system as authorized. Maintain employee time-sheet
files and other payroll files. Audit and review checks and payroll reports returned from the
service for accuracy and completeness before releasing the checks for signature.

d. Stays current with all wage and hour laws and processes payroll within those guidelines.
Attends trainings as needed.

e. Coordinate with Human Resources, the payroll service and the Flex Plan claims consultant as
needed.

2. Process Accounts Payable, post invoices and get approval.

3. Maintain files and computerized records of checks and cash received and code to the appropriate
accounts. Endorse all checks immediately and maintain security of receipts until deposited.
Prepare bank deposits per the cash receipts procedures and produce regular cash receipt for
monitoring and management.

4. Maintain all Accounts Payable, Accounts Receivable and payroll files, as well as depositing
checks received.

5. Assist the finance department in maintaining allocations of billable hours for the annual cost
report process.

6. Produce regular reports for cash receipt, 403b contributions, payroll notification, and other
reports from ERS as directed.

7. Monthly close of Accounts Payable and Accounts Receivable in MAS 90.

8. Department of Mental Health reporting including, but not limited to, quarterly Negotiation
Packages.

9. This position is also responsible for leading and assisting projects assigned by the Financial
Controller as well periodic vendor communication as directed.

10. May be asked to deliver or pick-up important documents from/to other agencies in the greater
Long Beach/downtown Los Angeles area.

11. Knowledgeable of, or possess the ability to learn and adhere to the prevailing governmental
laws and regulations regarding employee/patient’s rights to confidentiality and limits thereof
including compliance with HIPAA, federal and state laws.

12. Attends and participates on committees as requested and in job-related seminars, workshops, and
webinars as required to maintain proficiency in designated field of employment. Participation is
also required in program-specific and Center-wide meetings, including staff meetings and
retreats/trainings. As a member of The Guidance Center, there is also a requirement to keep
abreast if HIPAA security rules, and relevant regulatory body’s administrative, physical,
technical, and security guidelines and laws as relevant to scope of responsibilities.

PHYSICAL DEMANDS: While this position commonly entails 60-75% sitting and the remaining time
standing or walking, the following physical demands could be associated with this position: Lifting
or carrying up to 25 pounds. Using cart/dolly for pushing or pulling up to 30 pounds (i.e. boxes of
brochures, supplies, and cases copy paper) Stooping, kneeling, crouching, climbing or reaching.
The following are some of the physical demands commonly associated with this position. Spends
60-70% of the time sitting
20% standing
10-20% walking
Occasionally lifts, carries, push, or pulls up to 30 lbs.
Occasionally stoops, kneels, balances, reaches, crawls, and crouches, climbing or reaching Constant
use of eye, hand, and finger coordination
Frequent use of computer (keyboarding) and office telephony equipment is a requirement of this
position.

Occasionally: Activity exists less than 35% of the time. Frequently: Activity exists between 50%
and 65% of the time. Constantly: Activity exists more than 65% of the time.

The above duty statements are illustrative of the essential functions of the job and do not include
other nonessential or marginal duties that may be required. The Guidance Center reserves the right
to modify or change the duties or essential functions of this job at any time.

How to Apply:
For immediate consideration, please submit resume to humanresource@tgclb.org

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