Accounting Assistant

Catholic-Diocese-of-Arlingto; Arlington (VA); On-site; USD 29,000 - 33,000; Full time

Job summary

Catholic Diocese of Arlington is seeking a detail-oriented accounting support professional to handle accounts payable flows, data entry, and vendor maintenance across multiple entities. You will enter transactions in Dynamics GP, Sage Intacct, and PN3, assist with reconciliations and monthly close, and support audit preparation.

The role requires strong Excel skills, familiarity with accounting software, and the ability to manage multiple priorities in a mission-driven environment.

Qualifications

• Associate degree in accounting or related field required; two years of clerical/accounting experience preferred.
• Proficiency with Excel, Word, Outlook; ability to learn Sage Intacct, PN3, and Dynamics GP.

Responsibilities

• Review online payable transactions (PN3) for weekly A/P processing and ensure policy compliance.
• Prepare items for data entry by organizing vouchers, invoices, and receipts.
• Process vendor maintenance forms per IRS W-9 guidelines and CDA policy.
• Enter data into ERP systems for AP, AR, and cash receipts; generate reports as needed.
• Maintain filing, backup documentation, and transition to electronic storage where appropriate.
• Assist with audits and close processes; handle mail and inquiries.

Skills

Excel

Word

Outlook

Sage Intacct

PN3

Dynamics GP

Data entry

Education

Associate Degree in Accounting

Tools

Sage Intacct

PN3

Microsoft Dynamics GP

10-key calculator

Job description

Hourly rate: $21.00 - $24.00

POSITION SUMMARY:

The Accounting Department of the Catholic Diocese of Arlington is responsible for the accounting, analysis, audit, and reporting of all financial data for the Diocesan Central Administrative Offices (CAO), the Arlington Catholic Herald (Herald), Arlington Diocesan Investment and Loan Corp (DIAL Corp), The Foundation for the Catholic Diocese of Arlington, and the Diocese of Arlington Scholarship Foundation. The Department also provides accounting support for Catholic Charities of the Diocese of Arlington (CCDA). The Department’s mission is to provide accurate and timely financial statements and analysis that not only meets generally accepted accounting principles (GAAP), but also assists Senior Management and various committees in making decisions for each entity.

PRINCIPAL DUTIES:

• Review online payable transactions (PN3) for weekly A/P processing, ensuring adherence to current policies and deadlines.
• Prepare items/transactions for data entry by organizing paper vouchers, invoices, cash receipts, deposit tickets and other pertinent information.
• Process vendor maintenance forms for all entities in accordance with the IRS W-9 guidelines and CDA current policy.
• Process hot checks, prepare void check forms and forward to the AP Manager for stop payment request and approval for all entities in accordance with current policy.
• Enter data into Enterprise Accounting System for various accounting-related transactions -- accounts payable (paper invoice entry in Dynamics GP and online payable transactions in PN3), accounts receivable (charges, billings in Sage Intacct), cash receipts (deposits received in Sage Intacct)
• Run reports and other items in Sage Intacct, PN3, Dynamics GP or iMIS which may include batch transaction edit reports, weekly AP check run, and monthly statements for third parties (customers); assist with mailing of monthly statements as needed.
• Maintain office’s file management program – keep filing up to date and current; maintain/capture hard copies of all back up for accounting transactions; keep drawer files organized, labeled, and all-inclusive; maintain organization and cleanliness of file room; transition files to electronic data storage via scanning and attaching within the various accounting software, or saving onto Accounting’s G drive; shred boxed records through a third party company or delete electronic file storage after the retention period has expired.
• Maintain various accounting logbooks -- policy and procedures, administrative actions, wire and ACH transfers, etc.
• Maintain and distribute payables deadline schedule and communicate changes in payables deadlines to staff as necessary.
• Prepare letters, memos, other correspondence, and accounting schedules as needed in support of monthly and annual close.
• Assist with audit responsibilities as needed.
• Process all mail and overnight deliveries.
• Answer main accounting phone line; field questions or route calls.
• Initiate payable transactions (PN3) for invoices paid under the Accounting Department’s budget.
• Maintain an appropriate inventory of office supplies; order specific supplies as needed.

RESPONSIBILITIES AND AUTHORITY:

• Supervision Received
  • From Accounts Payable Manager or Accounting Director.
• Physical Demands/Working Environment
  • While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds.
  • Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read.
  • Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists.
  • Work performed in and out of the office setting.
  • Able to hold a valid driver’s license and to operate a vehicle.
  • Occasional evening and/or weekend work is required.

QUALIFICATIONS:

• Knowledge/Skills: Above average proficiency with Microsoft Excel. Proficiency with Microsoft Word and Outlook. Ability to learn quickly Sage Intacct, PN3, Microsoft Dynamics GP. Ability to use various office machines including 10 key calculator, computer, copier, scanner, and fax. Expertise as a “generalist” who is willing and capable of performing multiple functions and handling multiple priorities concurrently. Project- and detail-oriented. Must be highly organized. Able to communicate well both verbally and in writing. Initiative, discretion, good judgment and an ability to work independently are especially important.
• Education Required: Associate Degree in Accounting or related field or equivalent degree and experience
• Years and Types of Experience: Minimum of two years progressive experience in office administration and clerical support in a business office required. One year accounting related experience preferred.