The Administrative Office of Child Care of the Berkshires provides a variety of support services to
the agency as a whole, including payroll services, accounting services, billing services and parent
fee collection, in order to support the childcare and family support services of the agency.
RESPONSIBLE TO: Director of Finance
The Accounting Specialist is responsible for recording financial transactions, maintaining financial
records, updating financial statements and keeping accurate records of both accounts payables
and accounts receivables. He/she assists with maintaining conformance to the contract policies
and standards. The Accounting Specialist is also responsible for ensuring invoices are paid where
necessary, preparing departmental reports, family child care provider reimbursement and the
deliverance of high quality and accurate billings and functioning, user-friendly technology.
1. Generate bank deposits, verify and balance receipts.
2. Generate invoices and track overdue accounts.
3. Monitor ACH (Automated Clearing House) deposits daily; make transfers between bank
accounts according to Agency policies. Reconcile monthly bank statements.
4. Research and resolve billing disputes.
5. Review and process Accounts Payable, including insurance and rent checks. Maintain
appropriate documentation for audits and compliance with contracts and regulations.
6. Record designated third-party billings, including State and Private as assigned.
7. Manage/coordinate the use of credit cards.
8. Maintain petty cash accounts for various programs.
9. When able, assist staff with technology support as needed.
10. Work in conjunction with the Finance Director with various audits, producing accounting
documentation as needed and/or requested by auditors.
11. Process designated third-party billings for Family Child Care (FCC), including state and
private and childcare (including as way of example: Department of Early Education and
Care and Child and Adult Care Food Program on a monthly basis. As needed, account for
retroactive rate increase for family child care programs.
12. Maintain third party billings through the web: CCFA and FCC.
13. Assist with the intake and review of EEC paperwork, eligibility, and information on the
CCFA computer system for Family Child Care.
14. Process the bi-weekly reimbursement to FCC providers, including childcare, nutrition and
15. Track FCC providers’ sick time usage, reimbursements, union dues and PFML.
16. Enter FCC attendance records into CCFA.
17. Monitor and maintain records for above billings, including income documentation, service
need and attendance sheets.
18. Comply with federal, state, and local legal requirements by studying requirements;
enforcing adherence to requirements; filing reports; advising management on needed
19. On a yearly basis, assist with processing and electronically submitting Vendor Misc. 1099s to
the IRS and 1095s. Reconcile W2s and 941s to balance sheet and payroll records.
20. Office coverage and telephone reception as needed.
21. Train and act as back-up for the Finance Coordinator and Administrative Assistant, as
22. Make suggestions for improvement of office routines, policies and efficiencies. Attend and
contribute at staff meetings.
23. Other duties as assigned.
1. Demonstrate regular, dependable and punctual attendance.
2. Maintain a neat and orderly work environment.
3. Demonstrate friendliness, politeness and cooperation with other staff members, clients,
supervisors, vendors and members of the community.
4. Work with all families, staff and community members in a strength-based manner.
5. Adhere to policies of CCB, as stated in the Personnel Policies, including dress code,
confidentiality, WISP, information and technology, social media, boundaries and Employee
Standard of Conduct.
6. Prioritize work and assignments in order to meet established deadlines.
7. Continues professional development through seminars, conferences, college/graduate
course work, and State-sponsored trainings. Completes an individual professional
development plan (IPDP).
8. Conducts selfevaluation of performance; willingness to accept constructive criticism and
where appropriate, change behavior.
WORK SCHEDULE AND YEAR: This is a 40 hour per week, year-round position.
1. High School diploma and advanced training; A.A. degree (or equivalent) preferred.
2. Proficiency in the use of accounting software and working knowledge of other software
programs such as Microsoft Excel, Word and Access.
3. Strong mathematics skills, highly organized and detail-focused to accurately handle
aspects of recording transactions, posting debits and credits, bank deposits,
reconciling accounts, ensuring accuracy and completeness of data.
4. Ability to take direction, take initiative, prioritize tasks, complete tasks, and adhere to
5. Ability to develop and deliver monthly, quarterly and annual financial statements for
management as assigned.
6. Ability to communicate clearly and pleasantly in person and on the telephone, and to
communicate complicated technology concepts in easy-to-understand ways.
7. Must be able to maintain confidentiality and to work with a team in a respectful manner.
8. Positive attitude, understanding and commitment to “Strengthening Families” philosophy
and family support.
9. Must support the overall mission, values and goals of Child Care of the Berkshires.
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:
The majority of time is spent on-site at the Main Office, in the accounting office. Some meetings and activities may occur at other program sites or in the community. Employees work under typical
office conditions, at a desk or workstation, and the noise level is usually quiet. Employees are
regularly required to sit, walk, stand, talk or hear, both in person and by telephone; use hands
repeatedly to finger, handle and operate standard office equipment; reach with both hands and lift
up to 40 pounds. Must be able to provide documentation of good physical and mental health,
freedom from communicable diseases, and evidence of up-to-date immunizations.