Accounting Specialist

Position: Accounting Specialist

Organization: AAI (American Association of Immunologists)

Location: Rockville, MD

About AAI:

The American Association of Immunologists (AAI) is seeking an accomplished individual for the role of Accounting Specialist. AAI is at a pivotal moment in its distinguished history, with leadership committed to deepening engagement with current members and attracting new ones. Our goal is to enhance awareness among immunologists and scientists about the exceptional value of AAI's programs and services.

The American Association of Immunologists (AAI) is one of the world’s largest organizations of immunologists and scientists in related disciplines. Our mission is to improve global health and well-being by advancing immunology and elevating public understanding about the immune system. AAI members are responsible for some of the most significant biomedical discoveries of the past century, including the development of life-saving cancer immunotherapies, antibody therapies, transplant technologies, and vaccines. We support scientists across the field of immunology through knowledge dissemination, community building, advocacy, and public outreach.

Reporting Structure:

The Accounting Specialist role within AAI reports directly to the Senior Accountant and functions as part of the Finance Department. The Accounting Specialist is responsible for the full accounts payable cycle including preparing 1099s, and general ledger maintenance. This includes processing invoices, managing vendor relations, reconciling accounts. The role also involves data entry for cash transactions and assisting with year-end closing tasks.

Key Duties and Responsibilities:

• Accounts Payable (A/P):

1. Membership Batch Posting and Cash Receipts Entry: Posts membership batches and records revenue in a spreadsheet

• Processes full-cycle A/P functions: Manages the entire A/P process, from receiving and reviewing invoices and employee reimbursement reports to making payments and recording transactions. Ensures timely and accurate payments to vendors
• Reconciles A/P related general ledger account transactions: Ensures the accuracy of A/P transactions by comparing them to general ledger accounts. Maintains data integrity between A/P and general ledger
• Maintains vendor records and resolves vendor issues: Keeps vendor information up-to-date and resolves any discrepancies or problems related to invoices or payments
• Other Duties:

1. Prepares 1099-Misc Drafts: Prepares and maintains 1099 vendor records to report payments made to vendors
2. Journal Entries: Prepares Monthly Journal Entries and Correction Journal Entries. Assists with closing journal entries at the end of month and the fiscal year
3. Assists with Yearly Financial Audit: Provides documents requested by the auditors and generates AP-related reports needed for audits
4. Prepares Bank Deposits: Organizes checks for bank deposits and ensures timely deposits
5. Bank Reconciliation: Performs monthly checking accounts bank reconciliation
6. Reconciles Credit Card Expenses: Assists in monthly reconciliation of credit card expenses

Qualifications and characteristics:

• Associate’s degree or higher in accounting, Finance, a related field (preferred), or relative work experience.
• Minimum of 2- 3 years of experience in a related accounting role (e.g., accounts payable, accounts receivable, general ledger)
• Proficiency in accounting software (e.g., Sage Intacct, Bill.com,)
• Excellent computer skills with proficiency in Microsoft Office Suite (Excel, Word)
• Excellent time management skills and the ability to meet deadlines
• Strong communication skills (written and verbal)
• Ability to work independently and as part of a team
• Ability to maintain confidentiality of financial information