Summary
The Accounting Associate will support the accounts payable function by processing invoices, preparing payments, maintaining vendor accounts, and ensuring accurate financial records. This role is crucial to maintaining the smooth operation of the company’s financial systems and supporting timely and accurate reporting. The successful candidate is flexible and has a keen eye for detail, is accurate, consistent, and has previous experience with Sage Intacct accounting software and Bill.com accounts payable software, as well as a solid understanding of accounts payable. Reporting directly to the Accounting Manager, this position interfaces with every department of DWC and is an integral part of the Finance Department. This position must maintain confidentiality based on direction from the Chief Financial Officer.

Essential Functions

• Understand a complex chart of accounts and cost center matrix and apply allocations between cost centers.
• Review and verify incoming invoices for accuracy, completeness, and compliance with company policies including ensuring proper approvals are obtained before processing payments.
• Prepare and process payments to vendors, suppliers, and other creditors in a timely manner.
• Track and collect recurring invoices from 3rd party vendors, nonrecurring invoices from 3rd party vendors and employee reimbursements.
• Identify proper invoice coding for all segments (general ledger code, project, department, location and restriction ensure financial accuracy of accounting data.
• Confirm all required support documentation are attached to a properly filled in DWC check request form with authorized signatures; before routing for invoice approval in Bill.com.
• Verifying all lease and required documentation is complete and compliant before check process participant rent payments.
• Maintain vendor files on a timely basis to include paid invoices, check stubs, original check requests and supporting documents.
• Review tenant leases and other contract documentation to ensure all parties are compliant and all documentation is on record (e.g. form W-9) before posting vendor invoices or claims for payments to the general ledger.
• Research and resolve invoice discrepancies and related issues with internal and/or external partners.
• Add new vendors to Bill.com software at the direction of the Accounting Manager.
• Generate a detailed Accounts Payable aging report and vendor hold report for Accounting Manager and CFO’s review and approval for payment on a weekly basis.
• Monitor vendor accounts to ensure DWC is in receipt of expected charges and that payments for invoices have not been overlooked.
• Prepare and perform check run on a weekly basis (exceptions may require special runs), collect check signatures and mail or distribute payments; Process and submit electronic payments to vendors who have been approved to receive electronic funds transferred into their bank account.
• Scan documents on a recurring basis for maintenance of audit support and records.
• Assist in reconciling vendor statements with accounts payable records, resolving discrepancies and outstanding balances.
• Complete assigned month-end closing tasks including preparing reports and reconciling accounts payable transactions, credit card transactions as well as petty cash.
• Assist with the annual financial statements audit as well as any funder monitorings.
• Assist with accounting and cash needs of nonprofit-run retail business
• Maintain petty cash records and perform monthly cash counts with program departments.
• Deliver check deposits directly to Bank of America or CNB into the DWC bank account when scanning deposits is not feasible.
• Maintain the AP email inbox to ensure all inquiries are addressed timely.
• Assist with 1099 preparation and reporting at year end.
• Review of the federal suspension and debarment list for vendors unable to receive federal funds on an annual basis.
• Other tasks as assigned

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Competencies

• Time Management
• Compliance
• Financial Management
• Project Management
• Ethical Conduct

Supervisory Responsibility
This position does not have supervisory responsibility.
Work Environment
This job operates in a professional office environment. This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
Schedule and Benefits
This is a full-time non-exempt position. Office hours are 8:30 am to 5:00 pm, with flexibility to work evenings and weekends as needed. This position is eligible for DWC’s comprehensive benefits package that includes training, paid time off, and medical, vision, dental, 401K employer matching and transportation benefits.
Travel
Local travel up to 10% as necessary.
Remote Work
Hybrid (Minimum of 1-2 days a week onsite)

Required Education and Experience

• High School degree or equivalent; bachelor’s degree in accounting, finance/accounting or related field is a plus.
• Minimum of 3 years’ experience in an office/professional environment required.
• Minimum of 1 years’ experience doing accounting or similar transactional work for a non-profit organization; preferably in accounts payable.

Required Knowledge/Skills/Position Qualifications

• Ability to apply DWC accounting policies and procedures
• Knowledge of accrual basis accounting
• Experience with Sage Intacct or other ERP system highly desired
• Experience with Bill.com or similar AP processing systems highly desired
• Knowledge of private foundations and government grants preferred
• Proficiency in Microsoft Office and Excel
• Experience with general ledger reconciliation highly desired
• Detail-oriented, thorough, accurate, and highly organized
• 10-key data entry
• Skilled in communicating relevant financial information to management and other staff
• Strong work ethic
• Professional attitude, service-oriented, friendly, positive approach and team-oriented
• Possess cultural humility and trauma informed approach to work.
• Must be a CA resident and live no more than 80 miles from DWC; must be available for in-person meetings/ trainings at DWC San Pedro St. headquarters.
• Must provide documentation of negative TB test results within the last twelve months, on first day of hire.
• You will be required to be up to date on your vaccinations against COVID-19 and provide documentation. If you are fully vaccinated and not yet eligible to receive a booster dose, then you must receive the booster dose within 30 days of becoming eligible and eligibility begins 5 months after receiving final primary dose. If you are fully vaccinated and have received a booster dose, you are considered up to date with your vaccinations. Unvaccinated individuals must receive their 1st dose before their first day of hire. Partially vaccinated (for 2-dose series) individuals must receive their 2nd dose within 30 days of being hired. The second dose of a two-dose vaccine series is due 4 weeks after the primary dose.

Pay Range
$25.25-$30.00/hourly
Work Authorization/Security Clearance
Being authorized to work in the U.S. is a precondition of employment. DWC does not sponsor employment visas, such as H-1B.
Downtown Women’s Center provides equal employment opportunities (EEO) to all employees and applicants and actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences are essential to our organization’s effectiveness, and allow us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, mental or physical disability, marital status, pregnancy, military and veteran status, medical condition, geography, socio-economic status, and other unique attributes that make us who we are.
Downtown Women’s Center complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. 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.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice

• Understand a complex chart of accounts and cost center matrix and apply allocations between cost centers.
• Review and verify incoming invoices for accuracy, completeness, and compliance with company policies including ensuring proper approvals are obtained before processing payments.
• Prepare and process payments to vendors, suppliers, and other creditors in a timely manner.
• Track and collect recurring invoices from 3rd party vendors, nonrecurring invoices from 3rd party vendors and employee reimbursements.
• Identify proper invoice coding for all segments (general ledger code, project, department, location and restriction ensure financial accuracy of accounting data.
• Confirm all required support documentation are attached to a properly filled in DWC check request form with authorized signatures; before routing for invoice approval in Bill.com.
• Verifying all lease and required documentation is complete and compliant before check process participant rent payments.
• Maintain vendor files on a timely basis to include paid invoices, check stubs, original check requests and supporting documents.
• Review tenant leases and other contract documentation to ensure all parties are compliant and all documentation is on record (e.g. form W-9) before posting vendor invoices or claims for payments to the general ledger.
• Research and resolve invoice discrepancies and related issues with internal and/or external partners.
• Add new vendors to Bill.com software at the direction of the Accounting Manager.
• Generate a detailed Accounts Payable aging report and vendor hold report for Accounting Manager and CFO’s review and approval for payment on a weekly basis.
• Monitor vendor accounts to ensure DWC is in receipt of expected charges and that payments for invoices have not been overlooked.
• Prepare and perform check run on a weekly basis (exceptions may require special runs), collect check signatures and mail or distribute payments; Process and submit electronic payments to vendors who have been approved to receive electronic funds transferred into their bank account.
• Scan documents on a recurring basis for maintenance of audit support and records.
• Assist in reconciling vendor statements with accounts payable records, resolving discrepancies and outstanding balances.
• Complete assigned month-end closing tasks including preparing reports and reconciling accounts payable transactions, credit card transactions as well as petty cash.
• Assist with the annual financial statements audit as well as any funder monitorings.
• Assist with accounting and cash needs of nonprofit-run retail business
• Maintain petty cash records and perform monthly cash counts with program departments.
• Deliver check deposits directly to Bank of America or CNB into the DWC bank account when scanning deposits is not feasible.
• Maintain the AP email inbox to ensure all inquiries are addressed timely.
• Assist with 1099 preparation and reporting at year end.
• Review of the federal suspension and debarment list for vendors unable to receive federal funds on an annual basis.
• Other tasks as assigne