Accounting Assistant

About the Organization Welcome to HRDC, where you'll find us working to improve our neighbors' lives by building a better community in Bozeman, Livingston and Southwest Montana. We invite you to become part of our HRDC family whether you need help or are able to provide help.

We believe in building a better community through supporting our neighbors across Southwest Montana with nearly 50 different programming initiatives.

HRDC exists to instill hope, develop resources, design solutions, and change lives.

We envision a place where poverty has no impact because opportunity and quality of life are equally afforded to everyone.

EOE Statement HRDC does not discriminate against any person including customers, employees, and applicants for employment on the basis of race, religion, national origin, sex, age, physical or mental disability, reprisal, and where applicable, marital status, familial or parental status, sexual orientation, political ideas and beliefs, level of English skills, if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by HRDC, in the performance of contracts and the delivery of services or funding. Not all prohibited bases will apply to all programs and/or employment activities.

All are encouraged to apply. At HRDC IX , we value lived experience and nontraditional backgrounds. Studies have shown that people are less likely to apply for jobs unless they believe they meet every one of the qualifications described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.

Open Date 8/27/2025

Full-Time/Part-Time Full-Time

Exempt/Non-Exempt Non-Exempt

Location Main Office

Description

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Section I: Position Details

Job Opening Date:August 27, 2025

Job Status: This position is full-time, 40 hours per week. HRDC also has a "Wellness Hours Policy" which encourages full-time staff to use up to 4 paid hours weekly to work on their wellness.

Wage:$24.00 - $26.00 / hour

Section II - Description of Duties Performed

General Summary of this Position:

Under the direction of the Accounting Manager, perform various accounting duties of the fiscal office and assists the staff in maintaining financial records and preparing accounts payable claims for the HRDC, in compliance with established policies and applicable local, state and federal regulations. Initial focus is to provide assistance with additional accounting and reporting requirements associated with Accounts Payable. Performs other assignments as required.

Primary Job Duties and Responsibilities:

Accounts Payable (30%)

Assists in the processing of all HRDC Accounts Payable claims on a weekly/bi-weekly basis (Approx. 90-150 claims weekly/400-500 claims monthly) and maintains all accounts payable records;

Inputs claim form data into accounting system;

Performs Fiscal Dept. review and approval of recurring claims with designated dollar thresholds;

Matches invoice and purchase order to appropriate program;

Assists in verifying accuracy of input records and completes documentation;

Trouble-shoot & resolve A/P problems or issues on an ongoing basis;

Reviews and files account payable reports;

Reviews, arranges for signing and distributes checks along with necessary documentation

Assists in the establishment and maintenance of accounts with vendors (30%)

Assists in approval of new vendors and verifies validity and other compliance functions;

Assist with reconciliations all vendor statements monthly;

Investigates and resolves issues with vendors concerning charges and account balances;

May assist with reconciling petty cash funds;

Maintains file of vendor contracts and notifies manager of expiring contracts.

Accounting (30%)

Input data into accounting system and spreadsheet systems

Prepare general journal entries along with compile data/documentation for general journal entries to close various HRDC funds at fiscal year-end

Prepare HRDC cash receipts/bank deposits

Assist with monthly bank reconciliations

Prepare monthly reports and supporting documentation for multiple programs

Assist with monthly cash-draw requests of grant funds from various funding sources, in reimbursement of HRDC-paid program expenses

Assist with closeout reports, reconciliations and supporting documentation required by HRDC funding sources

Assist with HRDC Fixed Assets reconciliation and depreciation calculation at fiscal year-end

Compile data for portions of the Annual HRDC agency-wide audit, including Supplemental Schedules

Perform general office work and assist other fiscal staff in completion of duties, as needed

Assist with vendor claims for payment and verify proper account coding

Assist and verify purchasing and procurement compliance with HRDC Financial Policies & Procedures and Federal OMB regulations, including proper supporting documentation

Verify Davis-Bacon compliance, when applicable, including proper supporting documentation

Communication (5%)

Interact and communicate with HRDC staff and management, advisory boards, funding sources, regulators/monitors, vendors, auditors, and other financial contacts by communicating both personally and remotely, through oral or written directives and memoranda, with all involved parties

Perform other assignments as required

Fiscal Cross-Training (5%)

HRDC payroll functions

HRDC Accounts Payable/vendor payment functions

HRDC billing invoices and cash-draw requests of various HRDC grant funds via multiple systems prescribed by funding sources

HRDC administrative service cost allocations to HRDC programs

Education and Experience:

Education:The following course(s) of study or class work usually provides the required knowledge, skills and abilities to perform the duties of this position:

Coursework in Accounting or related work experience

Experience:The following kinds of experience usually provide the required knowledge, skills and abilities to perform the duties of this position:

Working knowledge of computerized accounting systems and spreadsheets is preferred.

One to two years of work experience in accounting/bookkeeping is preferred.

One to two years of work experience in computerized accounting systems and spreadsheets preferred.

Other Required Knowledge, Skills or Abilities:

Ability to effectively work and communicate with a wide range of individuals from all socio-economic groups

Ability to read, interpret and implement documents such as governmental regulations, rules, and procedure manuals

Ability to work with minimal supervision and effectively manage work flow

Ability to respond effectively to the most sensitive inquiries or complaints from customers/claimants/stakeholders

Demonstrated strong organizational skills

Demonstrated positive interpersonal and communication skills

Ability to learn computerized systems and spreadsheets

Demonstrate appropriate attention to detail

Demonstrate ability to carry out several tasks simultaneously and to organize time to meet established deadlines

Knowledge Skills and Abilities:

Language Skills:

Read and comprehend instructions and present information to others

Interpret and write general business documents or technical procedures

Ability to analyze, interpret, and respond effectively to complex and sensitive information and/or inquiries

Mathematical/ Money Handling Skills:

Add, subtract, multiply and divide numbers

Calculate rate, ratio, and percentages

Handle large amounts of cash

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Ability to define problems, collect data, establish facts, and draw valid conclusions

Specialized Office Equipment:

Operate 10-key calculator to add, subtract, divide, or multiple numbers

Operate copier/fax/scanner to capture text or graphics and transmit, print, save, or import them for further use

Operate multi-line telephone system to place, receive, or transfer calls and voice mail messages

Computer Software and Operating Systems:

Utilize computer spreadsheet to input, format, and edit data and save, print, or transmit data.

Utilize computer word processing to input, format, and edit documents and save, print, or transmit documents

Utilize computer Internet/e-Mail to access, send, retrieve, save, print or transmit documents or data files

Operate personal computer with Windows operating system to start programs, input, format, and edit data files and print or transmit data

Utilize proprietary, custom or online programs or data bases to input, format, and edit data and save, print, or transmit data. Specific software: Paychex Flex

Agency, Professional or Governmental Policies and Regulations:

State and Federal Regulations or Laws (List by Name): Federal Office of Management and Budget (OMB) Uniform Guidance (replacement for OMB Circulars A-110, A-122, A-133) regulations applicable to grant-funded programs;

Agency Policies or Procedures (List by Name): HRDC Financial Policies and Procedures Manual;

Specialized Professional or Industry Guidelines/Standards: Generally Accepted Accounting Principles (GAAP);

Other: Program-specific regulations and guidance available, as required.

Drivers Licenses Required for Performing this Position:

Montana Class D driver license and acceptable insurance.

Essential Physical, Mental and Emotional Requirements of this Position:

The following physical, mental and emotional abilities are considered essential to perform the duties listed above:

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk and hear (listen).

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.

Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Must be able to sit for long periods of time, squat, stoop and bend in order to retrieve office materials and files from cabinets and shelves.

Section III - Supervision

Supervision Received:

This position operates under general supervision. The employee's work is primarily assigned by daily workflow and operations. The employee is authorized to make decisions as to the timing and sequence of work, and the work is performed according to established policies and procedures and/or within applicable laws, rules and regulations governing the tasks being performed.

This position operates under broadly stated policies, goals, objectives and principles. The employee has, within established policies and procedures and applicable laws, rules and regulations, broad freedom to establish work priorities and/or methods used to accomplish work.

This position has the following supervisory responsibilities:

None

Section IV - Decisions:

Impact of decisions and errors made by this position:

Decisions, final recommendations and/or errors affect employees and clients of established HRDC programs and could affect major projects or continuation of existing HRDC programs.

Judgment Required to Make Decisions:

Requires judgment from time to time in the application of broader aspects of established practices to problems and situations not falling clearly or concisely within the limitations of accepted standards or precedents.

Exception Authority:

This position cannot authorize exceptions to HRDC program policy or procedure

Section V - Financial Responsibility

This position is accountable for the following company money, funds, and budgets:

Monitor expenditures and revenue for HRDC accounts

Handles large amounts of cash and/or checks for all HRDC accounts

Reconcile bank accounts for HRDC

Section VI - Personal Contacts:

Interacts and communicates with HRDC staff and management, funding sources, regulators/monitors, vendors, auditors and other financial contacts by communicating both personally and impersonally, through oral or written directives and memoranda, with all involved parties

Confidentiality:

This position requires regular handling of sensitive and confidential client and agency information. Unauthorized disclosure could harm client interests and the organization, and may also violate state and federal privacy laws. This position will have full access to reports, records, and personnel files, and must exercise the highest level of discretion, judgment, and confidentiality at all times.

Section VII - Working Conditions

This position works primarily in a temperature controlled office environment.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Assigned duties and responsibilities may be added, removed, or changed at any time as organizational needs evolve.

This position is currently accepting applications.

HRDC IX

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