Accounting & Administrative Specialist

Description

Job Summary

The Accounting & Administrative Specialist is an essential position that provides necessary finance, accounting, and administrative support for the organization. This individual assists with several recurring accounting processes and assists the finance team and all staff with the capture, documentation, and reporting of financial information. This outgoing member of our team greets guests and clients, answers our main line, and helps keep the shared spaces of our office neat and tidy. This full-time position also supports several of our affiliated organizations to fulfill their financial duties and requirements.

Principal Duties And Responsibilities

• Accounts Payable Duties
• Prepare and process weekly Accounts Payable batch including: invoice processing and check processing and mailing.
• Maintain vendor list including revisions and maintenance of required paperwork (W-9's and certificates of insurance)
• Accounts Receivable Duties
• Prepare Accounts Receivable invoices in accounting software as requested by production staff and at month end. Verify all monthly cash receipts have been processed and applied to payments appropriately.
• Other Month End Duties
• Process monthly credit card charges and organize documentation.
• Assist in preparation of financial statements for affiliated entities including Door County Housing Partnership and Green Bay Neighborhoods
• Prepare or organize documentation for other financial processes as requested.
  
  

General Administrative

• Greet and direct office visitors
• Provide excellent customer service when greeting, assisting, and directing visitors
• Ensure office lobby and general areas are kept in orderly and clean manner
• Ensure entrances are locked and unlocked at the beginning and end of workday
• General Administrative
• Answer the main office telephone system and manage general office voicemail.
• Manage tenant and community use of shared spaces and meeting rooms
• Responsible for keeping the work and archive rooms clean and orderly, and maintaining files.
• Support donation acknowledgements
• Responsible for daily inbound and outbound mail
• Receive mail; open, stamp, organize, and deliver to designated staff members or departments
• Log incoming checks into cash receipt log, restrictively endorse checks and coordinate with accounting and operations staff for weekly deposits
• Ensure timely drop-off of outbound mail and express packages as required or requested
• Executive Assistance
• Assist CEO with scheduling meetings and managing voicemails and emails
  
  

Requirements

Skills and Qualifications

• Associate or bachelor’s degree in accounting/finance related field,
  
  

or

• A minimum of three years’ experience in accounts payable and accounts receivable is required.
• Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking, willingness to go above and beyond when needed to achieve office goals, and working with others to accomplish group goals.
• Must be proficient in the use of Microsoft Office and Excel software. Familiarity with Microsoft Business Central accounting software, QuickBooks, and Salesforce is a plus.
• Bilingual in English and Spanish is preferred.
  
  

Physical Requirements - Must be able to perform the following activities:

• Lifting up to 10-20 pounds.
• Carrying up to 10-20 pounds.
• Frequent standing and sitting.
• Ability to focus for long period of time on projects.
• Ability to reach, stoop and lift.