Accounting Specialist

The Accounting Specialist supports the day-to-day financial operations of the organization by performing accounts payable, accounts receivable, and billing functions with accuracy and timeliness. This role requires strong attention to detail, solid organizational skills, and good to excellent Microsoft Excel proficiency. The Accounting Assistant works collaboratively with staff, vendors, and partners to ensure financial processes are efficient, compliant, and customer-service oriented.

Company Summary:

The Area Agency on Aging of Northwest Michigan (AAANM) is the place to turn for assistance with complex issues facing older adults, adults with disabilities and caregivers. AAANM links to, coordinates with, and provides a variety of programs, services, and resources within the 10-county service area of northwest Michigan. AAANM is a nonprofit corporation operating as a designated Area Agency on Aging by the Michigan Department of Health and Human Services and is a Medicaid MI Choice Waiver agent.

Mission Statement – Our mission is to serve and advocate for older persons, adults with disabilities and caregivers by supporting their independence, dignity, and quality of life.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounts Payable

• Process invoices, expense reports, and payment requests accurately and in a timely manner
• Verify coding, approvals, and compliance with internal policies
• Prepare check runs, ACH payments, and vendor payments
• Maintain vendor files and respond to vendor inquiries
• Reconcile vendor statements and resolve discrepancies

Accounts Receivable

• Record and post incoming payments (checks, ACH, credit card, etc.)
• Prepare and maintain receivable records and aging reports
• Monitor outstanding balances and follow up on overdue accounts
• Assist with deposits and reconciliation of receipts

Billing

• Prepare and issue invoices for services, contracts, grants, or programs
• Ensure billing accuracy and compliance with funding requirements
• Track billing schedules and maintain supporting documentation
• Work with program staff to resolve billing questions or discrepancies

General Accounting Support

• Assist with monthly reconciliations and financial reporting
• Maintain organized electronic and paper financial records
• Support audits and grant documentation as needed
• Contribute to process improvements and internal controls
• Perform other related duties as assigned
• Attend organizational, team and other meetings as required or scheduled.
• Supports departmental and organizational efficiency, effectiveness, and impact to change for sustainability of the organization.
• Maintain HIPAA compliance and confidentiality at all times regarding participant and co-worker information per all agency guidelines.
• Continually seek and promote ways to improve process and procedures.
• Attend and participate in community meetings and workgroups as assigned by Supervisor.
• Ensure the responsibilities of the position are always handled in a safe and responsible manner.

SUPERVISORY RESPONSIBILITIES:

• None

ADDITIONAL RESPONSIBILITIES

• Perform all other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an 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 the essential functions.

Education and/or Experience

• Associate degree in Accounting, Finance, Business, or related field OR equivalent relevant experience
• 1–3 years of accounting or bookkeeping experience
• Excellent Microsoft Excel skills (formulas, sorting/filtering, basic reporting, data organization)
• Strong attention to detail and accuracy
• Effective time management and organizational skills
• Ability to handle confidential financial information with discretion
• Strong communication and customer service skills

Preferred Qualifications

• Experience with nonprofit or government-funded accounting
• Experience with accounting software or ERP systems
• Knowledge of GAAP and basic internal controls

Knowledge, Skills and Abilities Required

• Establish and maintain productive communication and working relationships with individuals inside/outside the Agency including consumers, guardians, management, community partners, coworkers and support staff.
• Represent the Agency’s set of core beliefs and values.
• Effective written and verbal communication skills to convey and receive information (in person, via telehealth, on the phone, or through e-mail correspondence) and accurately document all forms of communication in appropriate locations.
• Attention to detail.
• Use of judgement, management, and ability to delegate and utilize appropriate resources in the organization for conflict management.
• Use critical thinking, problem solving and knowledge of agency to appropriate address complex situations.
• Ability to show and maintain empathy and compassion.
• Excellent listening skills.
• Good organizational, analytical, and judgment skills to manage time, prioritize, work independently, and handle multiple tasks.
• Proficiency in Microsoft Office Suite or similar software and standard office equipment including computers, calculators, and telephones

Certificates, Licenses, Registrations

• Maintain all required trainings and certifications.
• Possess a valid US driver's license and maintain auto insurance.
• Proof of U.S. Citizenship or possession of necessary papers allowing holder to work legal in the United States

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 the essential functions.

• Sit at a desk and work on a computer for prolonged periods of time, walk/move around and stand, talk and hear and use hands to handle, control or feel objects, tools or controls.
• Lift up to 25 pounds.
• Use close vision and ability to focus on computer screens and documents; distance vision; peripheral vision; depth perception; color vision.
• Ability to drive within the 10-county region.

WORK SCHEDULE

• Available Monday through Friday, 8am to 4:30pm. Specific work schedule to be established with supervisor to ensure coverage for departmental or participant needs.
• This is a hybrid position, working a minimum of 3 days in the AAANM office.
• Ability to travel to local offsite locations may be required.
• This position requires that the individual must live within the AAANM service area region.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Perform duties in an office setting where the noise level in the work environment is usually moderate.
• Use standard office equipment such as computers, phones, and photocopiers routinely.
• Hybrid work which may include on-site presence in the Agency office at 1609 Park Drive, Traverse City. Some travel within northwest Michigan and occasional trips to other parts of Michigan required.
• May include being in a participant’s home, if required.

Equal Employment Opportunity Employer:
Area Agency on Aging of Northwest Michigan provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

https://www.aaanm.org/

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance
• Work from home

Work Location: Hybrid remote in Traverse City, MI 49686