Accounting Clerk

Job Title: Accounting Clerk

Department: Finance / Administration

Reports to: Finance Manager

Salary Grade/Level/Family/Range: $60,000 - $61,800

Effective Date: 21-Dec-23

FLSA Classification: Exempt

This position has the potential for upward mobility.

This position is in-office with one designated work-from-home day per week.

Job Summary: The Accounting Clerk oversees finance-related processes including accounts payable, accounts receivable, data entry, and bookkeeping. This individual will adhere to GAAP and non-profit financial compliance and all facets of agency programs/policies. This individual will interact with internal staff and external vendors. This individual will support the Finance Manager with various projects and tasks.

Duties/Responsibilities:

Finance – Accounts Payable/Accounts Receivable

• Enter all monetary donations into QuickBooks Online with full donor information entries
• Enter monthly recurring journal entries
• Prepare volunteer expense allocation and journal entries
• Perform miscellaneous filing duties, both digitally and physically
• Code cash receipts for proper QuickBooks Online entry
• Process monthly credit card donations
• Respond to shared Finance Inbox inquiries
• Assist the Finance team with the following:
  1. Reviewing and researching accounts receivable open balances
  2. Prepare admin cost allocations and journal entries
  3. Write physical receipts for cash donations
  4. Code check requests and purchase orders
  5. Pull backup for checks, verify purchase orders are signed, and ensure there is sufficient backup for each check per internal policies
  6. Review checks and verify proper signatures and policies followed
  7. Obtain signatures for checks
  8. Prepare checks for mailing
  9. Adjusting QuickBooks Online for efficient funder invoicing

Finance - Reconciliations

• Review company credit card transactions for compliance and completion twice monthly
• Perform annual inventory counts and record in QuickBooks Online
• Download and save account statements to appropriate Finance folders
• Perform petty cash/Venmo, etc. reconciliations monthly
• Perform bank account and credit card reconciliations monthly
• Investigate any uncleared checks beyond 2 months
• Assist Finance Manager with reconciling deposits in QuickBooks Online

Finance - Reporting

• Adhere to GAAP Financial Compliance
• Adhere to Non-Profit Financial Compliance
• Prepare for financial reviews and audits
• Prepare annual grant or contract reports
• Prepare semi-annual reports for funders
• Prepare Budget Vs. Actual reports
• Attend quarterly budget meetings with the Finance Manager and department heads to review departmental budget progress
• Assist the Finance Manager with preparing monthly financial statements for board presentation
• Prepare reports for the Senior Director of Finance to present at monthly Board Meetings

Finance – Client Assistance Funds (CAF)

• Work with frontline staff to review and approve/deny CAF requests, following internal guidelines
• Fund all approved CAF requests via credit card budget adjustments or printed checks
• Work with the finance team to request money orders or cashier's checks when necessary
• Collect and store W-9s and all CAF documentation for annual auditing
  
  

Supervisory Responsibilities:

None

Preferred Experience:

• 3-5 years of Excel experience

• Experience with QuickBooks Online
• 3-5 years of direct accounting and payroll experience

• Prior experience working in a non-profit organization
• Educational credentials can supplement a lack of years of direct experience
• Must be proficient with Microsoft Programs
  
  

Preferred Education:

Required Skills/Abilities:

Additional eligibility requirements:

• Must be able to pass a background check
• Must be able to pass a random drug test (non-THC)
  
  

Work environment:

Working indoors and outdoors in heat and cold | Slippery and uneven walking surfaces | Working in close proximity to others | Exposure to offensive odors

Physical Requirements:

Ability to lift up to 25lbs | Bending, stooping, reaching | Sitting for extended periods of time | Standing for extended periods of time

Travel required:

Occasional travel to and from other work sites up to 20% of the time.

Competencies:

• Accountability – Accountable for measurable, high-quality, timely, and cost-effective results.
• Initiative – Takes prompt action to accomplish tasks and meet goals and objectives.
• Problem Solving / Decision Making – Identifies and analyzes problems weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions.
• Quantity / Quality of Work – Pays close attention to detail. Strives to achieve accuracy and consistency in all tasks.
• Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring company policies and all regulatory requirements.
• Computer Skills – Uses computers, software applications, databases, and automated systems to accomplish work.
• Writing – Communicating effectively in writing as appropriate for the needs of the audience.
• Time Management – Managing one's own time and the time of others.
• Efficiency: Planning, managing time well, being on time, being cost conscious, thinking of better ways to do things.
• Speaking – Talking to others to convey information effectively.
• Social Perceptiveness – Being aware of others' reactions and understanding why they react as they do.
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
• Negotiation – Bringing others together and trying to reconcile differences.
• Monitoring – Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
• Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.