Hispanic American Construction Industry Association (HACIA)
Accounting Specialist
Hispanic American Construction Industry Association (HACIA), Chicago, Illinois, United States, 60290
Salary
Salary: $65,000.00 - $72,000.00 per year
Position Summary We are looking for a motivated Accounting Specialist to join our team. This position requires attention to detail, discretion, and the ability to improve and document processes. The role encompasses responsibilities related to both accounts payable, accounts receivable, and grants management support. These tasks will include drafting and sending invoices, processing payments, and sending payment reminders, updating vendor information, reconciling accounts, entering journal entries into the general ledger, and preparing grant reports. The Accounting Specialist will play a key role in ensuring the organization maintains a solid financial standing. Prior experience in accounting or bookkeeping is required.
Essential Duties and Responsibilities To perform this job successfully, the individual must be able to perform the following capabilities satisfactorily: keen attention to detail and accuracy in all aspects of work, particularly in data entry and financial reporting. Candidates should also be able to interact professionally with both internal team members and external customers on a daily basis. Assists in managing the organization's financials and ensures that all bills are paid in an efficient and timely manner. Provides administrative and clerical support by processing, verifying, and reconciling invoices to the proper programs. Monitoring expenses and maintaining detailed records for tax compliance. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of this position.
Invoice Management: Sorts and codes invoices to the appropriate account correctly, entering details into QuickBooks Online.
Vendor Payments: Facilitate payment to vendors by verifying federal ID numbers, reviewing invoices, and resolving discrepancies.
Vendor Documentation: Collect and maintain W-9 and other documentation for vendors.
Financial Transactions: Posts financial transactions, maintains accounts payable and receivable current.
Document Management: Collects proof of payment and uploads documents to QuickBooks Online, linking them to the correct transactions.
Financial Reporting: Collaborates with the Grants and Financial Specialist to prepare monthly and quarterly financial grant reports.
Supports Grants and Financial Specialist in grants cost and budget management.
Payroll Assistance: Assists with Accrual Payroll Journal Entries.
Budget Tracking: Tracks and verifies budgets, including department-level budgets.
Cost Allocation: Ensures accurate cost allocation by classification and project.
Statement Reconciliation: Assist in reconciling monthly statements and transactions in collaboration with the Senior Accounting Specialist, Accounting Manager, and external accountant.
Workflow Efficiency: Collaborate with internal teams to create efficiency in accounting workflow.
Account Reconciliation: Assists the Accounting and Benefits Manager with processing checks, reconciling accounts and producing statements.
Monitoring: Monitors accounts payable and receivable, reporting on outstanding issues.
Compliance: Ensure timely payments and adherence to accounting principles and regulatory compliance.
Standard Operating Procedures: Works with Leadership and Senior Accounting Specialist to develop standard operating procedures for accounting processes, including the accounts payable schedule.
Event Participation: Participates in HACIA membership events and performs other related duties as assigned.
Competencies Mathematical Ability:
Strong analytical skills. Work with mathematical concepts such as probability and statistical inference. Apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Must be able to analyze data accurately and efficiently.
Reasoning Ability:
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Communications:
Exhibits good listening and comprehension. Expresses ideas and thoughts in written form and verbally. Keeps others adequately informed. Select and use appropriate communication methods.
Customer Service:
Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
Dependability:
Commits to doing the best job possible. Follow instructions. Keep commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.
Planning & Organization:
Integrates changes smoothly. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
Time Management:
Prioritize tasks effectively to meet deadlines. Manage multiple responsibilities without compromising quality.
Quality:
Pays keen attention to detail. Improves processes. Measures key outcomes. Sets clear quality requirements. Solicits and applies customer feedback.
Use of Technology:
Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.
Computer/Software Skills Proficiency in:
MS Office, QuickBooks Online, Expensify, Ramp or similar reimbursement platforms.
Supervisory Responsibilities None.
Qualifications To perform this job successfully, an individual must understand accounting principles, stay current on accounting policies, and know company policies and procedures. This 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 essential functions. Experience with QuickBooks Online for a minimum of one year or having recent experience working with QuickBooks online.
Education/Experience Bachelor's degree in accounting or finance and at least three (3) years of related experience; or equivalent combination of education and experience.
Language Ability Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is generally a normal office environment but there may be occasions that require travel throughout the city and greater Chicagoland area. Employees are expected to work during the Company’s core business hours between 9:00am – 5:00pm. Employees will be given work schedules depending on department and project. The position will require occasional evening work to member events or activities.
Physical Demands 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 essential functions. Prolonged periods of sitting at a desk and working on a computer. Must be able to lift to 15 pounds at a time. Will be required to use hands to finger, handle or feel as well as reach with hands or arms most of the time. Prolonged periods of moving around event spaces/meeting locations during various events and meetings to prepare, organize, and network/build relationships with HACIA members and potential partners.
Benefits
401k with match
Paid time off
Medical Insurance and Flex Spending Plan
Vision Insurance
Paid Parking
Hybrid Work Schedule Available
Disclaimer The above job description is intended to describe the general nature of the position and should not be construed as an all-inclusive list of duties, skills, and standards required for the position. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed or as assigned by their supervisor
Equal Employment Opportunity HACIA is an Equal Opportunity Employer. HACIA hires individuals on the basis of their qualifications and ability to complete the essential requirements and responsibilities of the job to be filled. It is HACIA’s policy to grant equal employment opportunities to qualified persons without regard to race, color, national origin, sex, sexual orientation, gender identity/gender expression, religion, pregnancy, parental status, marital status, age, veterans' or military status, regardless of how discharged, source of income, credit history, arrest records, or physical or mental handicap or disability, genetic information, or other classification protected by applicable federal, state or local laws. HACIA will provide equal opportunities in all aspects of the employment relationship, including without limitation, recruiting, hiring, compensation, promotion, working conditions, benefits and all other privileges, terms, and conditions of employment. All employment decisions are made based on availability, qualifications, ability, merit and/or other legitimate factors consistent with principles of equal employment.
Seniority Level Mid-Senior level
Employment Type Full-time
Job Function Accounting/Auditing and Finance
Industries Construction
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Position Summary We are looking for a motivated Accounting Specialist to join our team. This position requires attention to detail, discretion, and the ability to improve and document processes. The role encompasses responsibilities related to both accounts payable, accounts receivable, and grants management support. These tasks will include drafting and sending invoices, processing payments, and sending payment reminders, updating vendor information, reconciling accounts, entering journal entries into the general ledger, and preparing grant reports. The Accounting Specialist will play a key role in ensuring the organization maintains a solid financial standing. Prior experience in accounting or bookkeeping is required.
Essential Duties and Responsibilities To perform this job successfully, the individual must be able to perform the following capabilities satisfactorily: keen attention to detail and accuracy in all aspects of work, particularly in data entry and financial reporting. Candidates should also be able to interact professionally with both internal team members and external customers on a daily basis. Assists in managing the organization's financials and ensures that all bills are paid in an efficient and timely manner. Provides administrative and clerical support by processing, verifying, and reconciling invoices to the proper programs. Monitoring expenses and maintaining detailed records for tax compliance. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of this position.
Invoice Management: Sorts and codes invoices to the appropriate account correctly, entering details into QuickBooks Online.
Vendor Payments: Facilitate payment to vendors by verifying federal ID numbers, reviewing invoices, and resolving discrepancies.
Vendor Documentation: Collect and maintain W-9 and other documentation for vendors.
Financial Transactions: Posts financial transactions, maintains accounts payable and receivable current.
Document Management: Collects proof of payment and uploads documents to QuickBooks Online, linking them to the correct transactions.
Financial Reporting: Collaborates with the Grants and Financial Specialist to prepare monthly and quarterly financial grant reports.
Supports Grants and Financial Specialist in grants cost and budget management.
Payroll Assistance: Assists with Accrual Payroll Journal Entries.
Budget Tracking: Tracks and verifies budgets, including department-level budgets.
Cost Allocation: Ensures accurate cost allocation by classification and project.
Statement Reconciliation: Assist in reconciling monthly statements and transactions in collaboration with the Senior Accounting Specialist, Accounting Manager, and external accountant.
Workflow Efficiency: Collaborate with internal teams to create efficiency in accounting workflow.
Account Reconciliation: Assists the Accounting and Benefits Manager with processing checks, reconciling accounts and producing statements.
Monitoring: Monitors accounts payable and receivable, reporting on outstanding issues.
Compliance: Ensure timely payments and adherence to accounting principles and regulatory compliance.
Standard Operating Procedures: Works with Leadership and Senior Accounting Specialist to develop standard operating procedures for accounting processes, including the accounts payable schedule.
Event Participation: Participates in HACIA membership events and performs other related duties as assigned.
Competencies Mathematical Ability:
Strong analytical skills. Work with mathematical concepts such as probability and statistical inference. Apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Must be able to analyze data accurately and efficiently.
Reasoning Ability:
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Communications:
Exhibits good listening and comprehension. Expresses ideas and thoughts in written form and verbally. Keeps others adequately informed. Select and use appropriate communication methods.
Customer Service:
Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
Dependability:
Commits to doing the best job possible. Follow instructions. Keep commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.
Planning & Organization:
Integrates changes smoothly. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
Time Management:
Prioritize tasks effectively to meet deadlines. Manage multiple responsibilities without compromising quality.
Quality:
Pays keen attention to detail. Improves processes. Measures key outcomes. Sets clear quality requirements. Solicits and applies customer feedback.
Use of Technology:
Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.
Computer/Software Skills Proficiency in:
MS Office, QuickBooks Online, Expensify, Ramp or similar reimbursement platforms.
Supervisory Responsibilities None.
Qualifications To perform this job successfully, an individual must understand accounting principles, stay current on accounting policies, and know company policies and procedures. This 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 essential functions. Experience with QuickBooks Online for a minimum of one year or having recent experience working with QuickBooks online.
Education/Experience Bachelor's degree in accounting or finance and at least three (3) years of related experience; or equivalent combination of education and experience.
Language Ability Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is generally a normal office environment but there may be occasions that require travel throughout the city and greater Chicagoland area. Employees are expected to work during the Company’s core business hours between 9:00am – 5:00pm. Employees will be given work schedules depending on department and project. The position will require occasional evening work to member events or activities.
Physical Demands 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 essential functions. Prolonged periods of sitting at a desk and working on a computer. Must be able to lift to 15 pounds at a time. Will be required to use hands to finger, handle or feel as well as reach with hands or arms most of the time. Prolonged periods of moving around event spaces/meeting locations during various events and meetings to prepare, organize, and network/build relationships with HACIA members and potential partners.
Benefits
401k with match
Paid time off
Medical Insurance and Flex Spending Plan
Vision Insurance
Paid Parking
Hybrid Work Schedule Available
Disclaimer The above job description is intended to describe the general nature of the position and should not be construed as an all-inclusive list of duties, skills, and standards required for the position. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed or as assigned by their supervisor
Equal Employment Opportunity HACIA is an Equal Opportunity Employer. HACIA hires individuals on the basis of their qualifications and ability to complete the essential requirements and responsibilities of the job to be filled. It is HACIA’s policy to grant equal employment opportunities to qualified persons without regard to race, color, national origin, sex, sexual orientation, gender identity/gender expression, religion, pregnancy, parental status, marital status, age, veterans' or military status, regardless of how discharged, source of income, credit history, arrest records, or physical or mental handicap or disability, genetic information, or other classification protected by applicable federal, state or local laws. HACIA will provide equal opportunities in all aspects of the employment relationship, including without limitation, recruiting, hiring, compensation, promotion, working conditions, benefits and all other privileges, terms, and conditions of employment. All employment decisions are made based on availability, qualifications, ability, merit and/or other legitimate factors consistent with principles of equal employment.
Seniority Level Mid-Senior level
Employment Type Full-time
Job Function Accounting/Auditing and Finance
Industries Construction
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