Accounting and Administrative Specialist

The  Accounting and Administrative Specialist with YWCA Greater Pittsburgh (YWCA  GP) is responsible for the administrative aspects of the development  and finance office including accounts payable, credit card bill review, billing  assistance, file maintenance, data collection, revenue reconciliations, scheduling meetings, and audit preparation.

Essential Job Functions

Finance

• Reviews invoices for authorization, accurate cost center, and project coding. 
• Works with automated and electronic systems for purchasing and banking. 
• Reviews invoices for compliance with YWCA GP policies and procedures. 
• Enters/imports vouchers/invoices, general journal entries into the accounting system. 
• Process vendor payments and prepare pre-note, EFT, and file formatting. 
• Monitors vendor maintenance including, but not limited to, verifying vendor information, and establishing appropriate processes for electronic payments.
• Reviews figures, documents and postings for correct entries, mathematical accuracy, and proper coding.
• Reconciles credit card statements with receipts and reports discrepancies found in records.
• Processes 1099’s. 
• Assist with the completion of monthly billing packets including finding invoices and preparing packets. 
• Works efficiently and independently in completing Accounts Payable responsibilities while working with the Financial Services team.
• Manage or assist with special projects.
• Assists with report preparation and year end process. 
• Assists with YWCA GP audits, financial reporting and other duties as assigned by the Finance Manager and the VP of Finance.
• Department file maintenance and organization. 
• Must maintain an elevated level of confidentiality when working with sensitive and personal clients, vendor, employee, and contract information.
• Must effectively deal with sensitive information and occurrences.
• Displays consistent professionalism and courtesy when interacting with internal and external customers.
• Promotes and supports the mission, imperative, values, and goals of YWCA GP while maintaining high performance standards.
• Participates in YWCA GP professional development opportunities successfully implementing new skills, knowledge, and procedures.
• Performs other such duties as assigned within the scope of Financial Services.

Development

• Leads the collection of data, data entry, reporting, and systems improvement of the constituent (donor and marketing) database:
• Coordinates with the appropriate staff and follow best practices for receiving revenue, including checks and electronic payments.
• Coordinates with all appropriate staff to collect volunteer data.
• Completes timely data entry of revenue, gifts, and volunteer data.
• Generates timely acknowledgements and receipts for all gifts.
• Collaborates with staff to ensure constituent information is shared appropriately among the donor database, volunteer database, and communications software.
• Coordinates with Financial Services team to conduct ongoing revenue reconciliations according to best practices.
• Prepares invoices and credit card reporting for Development as needed.
• Other duties as assigned.

Qualifications 

• Associates, Business, or Technical Degree (Certification) in Accounting, Business Administration, or related field, with one (1) year of general accounting experience.
• Experience with accounts payable systems preferred.
• One to three (1-3) years of experience in an administrative or database management role. 
• Strong commitment to the mission of eliminating racism and empowering women demonstrated through previous professional or volunteer efforts.  

Desired Knowledge/Skills/Abilities

• Proficiency in Microsoft Office platforms including Excel and Word along with accounting software packages and applications.
• Ability to work independently on a variety of tasks and projects with the ability to prioritize workloads.
• Ability to adapt to change quickly and easily with the ability to shift approach in response to the demands of the situation.
• Excellent analytical and critical thinking skills, effective communications skills with all levels of employees; independent and initiative-taking.
• Very detail oriented and able to balance multiple deadlines.
• Ability to collaborate across focus areas to manage data collection processes. 
• Values a team-based workplace and able to foster a positive working environment that encourages and supports team contributions. 
• Demonstrated ability to be a self-directed learner of database software.
• Positive and team-oriented communicator with staff and volunteers.
• Ability to create opportunities that have a positive impact on YWCA GP performance.