Accounting Specialist

George Mason University   Springfield, VA   Full-time     Education
Posted on September 8, 2023
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Accounting Specialist


The Community Business Partnership (CBP), headquartered in Springfield, VA, is a 501©3 organization whose mission is to help start and grow small businesses in Northern Virginia and surrounding areas. The organization provides affordable access to capital to underserved and underbanked micro and small business owners in its approved lending market. CBP is a program of the Mason Enterprise Center at George Mason University, and CBP staff are employees of George Mason University.


CBP is a certified Community Development Financial Institution (CDFI) via the U.S. Department of Treasury’s CDFI Fund. A certified CDFI is a specialized financial institution that works in target market niches that are underserved by traditional financing institutions. CBP is also an approved U.S. Small Business Administration Intermediary Microlender and a Virginia Department of Housing and Community Development lending provider. CBP operates its lending operations through its Business Finance Center (BFC).


CBP is seeking a part time Accounting Specialist (maximum 29 hours per week) to support the organization’s overall financial management and its lending operations. The successful candidate will be responsible for the daily financial activities of the CBP. The activities will include QuickBooks data entries and maintenance, account reconciliations, financial reporting, grant financial management, and compliance support. This role will also include assisting with loan funding disbursements and monthly loan billing as part of the internal operations for smooth loan closings, repayments, and all applicable payment management including collections.



Accounts Receivable Management:

  • Prepare invoices as needed and analyze accounts receivable to determine discrepancies;
  • Prepare bank deposits, complete deposit slips, and go to the bank to make deposits, as needed;
  • Record cash receipts in financial accounting system;
  • Conduct monthly analysis of CBP’s revenue;
  • Maintain an accurate list of all revenue on a monthly and quarterly basis;
  • Provide an AR report to the CBP management on a monthly, quarterly, and as needed basis;
  • Allocate salaries per George Mason University and as directed; and
  • Work with bank/financial institution relating to all accounts.


Accounts Payable Management:

  • Process CBP’s bills in a timely manner by making payments on or before due dates;
  • Process check requests in a timely manner and upon receipt of all appropriate documents;
  • Process all invoices, reimbursements, and check requests received from vendors and internal parties in a timely manner;
  • Review all invoices for appropriate documentation and approval prior to payment;
  • Review all employee expense reimbursement reports prior to payment;
  • Ensure timely and accurate posting of accounts payable to the general ledger;
  • Charge expenses to accounts and cost centers by analyzing invoice/expense reports;
  • Maintain accurate accounts payable files and records (both digital and physical);
  • Maintain an accurate list of all expenses on a monthly and quarterly basis;
  • File all accounting records in a secure and timely manner;
  • Answer any questions staff may have regarding accounts receivable or payable;
  • Prepare 1099’s for vendors at the end of the calendar year;
  • Maintain accurate vendor information within the accounting system to add, inactivate, and modify information as needed;
  • Provide an AP report to the CBP management on a monthly, quarterly, and as needed basis; and
  • Notify CBP’s management of any issues relating to stop-payments, delinquencies, or other applicable payment issues.


Credit Card Management:

  • Process credit card payments monthly and in a timely manner;
  • Ensure back-up for all credit card transactions is obtained and submitted, and follow-up on the same, as needed;
  • Conduct monthly recording of credit card transactions in the financial accounting system; and
  • Research and support staff on any credit card inquiries or discrepancies.


Lending and Other Program Support:

  • Borrowers’ Loan Payment: Process monthly borrowers’ loan payments as directed by the Director of the CBP’s Business Finance Center;
  • Loan Payment Management: Process all loan payment transactions within the loan management system in a timely manner;
  • Delinquency Processing: Follow up with all delinquent borrowers on their missed loan payments in a timely manner. Document all delinquencies within the loan management system appropriately within a scheduled loan billing and payment cycle;
  • Recordkeeping: Maintain accurate records of all transactions (both physical and digital) including delinquency communications; and
  • Support the CBP’s Business Finance Center’s operations and the Business Incubation Center as structed by the Director.


Audit Support:

  • Provide accurate and up to date financial records for all items requested during the CBP annual audit, as well as occasional state, county, and other program audits; and
  • Work with external accounting audit firm and bookkeeping company to help streamline and effectively assist in the preparation for the annual audit.


Grants Management Support:

  • Grant Budget Preparation Assistance: Work with CBP’s management as they develop grant budgets for government and or foundation approvals;
  • Assist and support reporting requirements as spelled out in contracts and grant agreements;
  • When prompted, create new subclasses within QuickBooks for each new revenue source to ensure proper accounting of grant revenues and expenses;
  • Meet monthly with CBP’s management to ensure that grant awards and their matching funds are correctly recorded within QuickBooks;
  • Provide regular financial statements based on the Director’s needs and the requirements of CBP’s grant funding sources;
  • Assist and support the organizing and preparation of monthly and quarterly grant reports, as needed; and
  • Assist with grant close out activities, as needed.


General Bookkeeping:

  • Financial Reporting: Prepare monthly and quarterly financial reports, and prepare and record monthly journal entries to the general ledger on a timely basis to ensure accurate financial statements;
  • Data Entry: Enter and calculate costs based on submitted employee timesheets. Process and accurately record revolving loan fund payments;
  • Documentation and Filing: Maintain a well-organized folder and file system (both online and in-house);
  • Maintain proper physical controls over records to ensure compliance with CBP’s policies and procedures;
  • Analyze trends in revenues and expenditures and advise management of irregularities;
  • Compile and provide timely and accurate financial data and forecasts to CBP and programmatic management;
  • Responsible for (a) post-award purchasing/expenses per CBP and 2 CFR 200 guidelines, and (b) pre and post travel authorizations/travel reimbursements per CBP guidelines;
  • CBP Budget Preparation Assistance: Work with CBP’s management to prepare budget for CBP;
  • Manage time and effort tracking through worker timesheets to ensure the resulting labor costs are recorded within QuickBooks and attributed appropriately to grant awards and their match;
  • Reconcile CBP timesheets with George Mason University time and effort billing;
  • Organize quarterly meetings with CBP Finance Committee to review financial reports in time for the quarterly CBP Board of Directors’ meetings;
  • Perform analyses of budgets for the CBP, its Center(s), and programs; and
  • Work with external bookkeeping firm to help maintain accurate financial records and preparation for annual audit.


General Admin:

  • Maintain a thorough working knowledge of and adhere to all CBP policies and procedures;
  • Participate in meetings and provide suggestions for improvement for the department;
  • Provide excellent customer service to employees and all vendors;
  • Actively seek to identify and apply cost-reduction opportunities, including available discounts; and
  • Perform other related activities, as required, to assure financial and organizational success.


Required Qualifications:

  • Bachelor’s degree in accounting, business, finance (or related disciplines) from an accredited institution, or an equivalent combination of education and experience;
  • Substantial accounting and financial experience (typically 5+ years);
  • Demonstrated knowledge and experience using QuickBooks online and Excel;
  • Accounting and financial experience with nonprofit organizations;
  • Ability to learn, adhere to, and create internal controls related to 2 CFR 200;
  • Working knowledge Microsoft Office tools;
  • Computer Skills – experience with and knowledge of computer operation; and
  • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.


Preferred Qualifications:

  • Experience working with community-based organizations is preferred;
  • Ability to read legal and grant documentation a plus;
  • Experience with loan management software systems such as DownHome; and
  • Business ownership experience a plus.


Special Instructions to Applicants  

For full consideration, applicants must apply for position number WGIGMU at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.