Accounting & Administrative Specialist

Description

Job Summary

The Accounting & Administrative Specialist is an essential position that provides necessary finance, accounting, and administrative support to the office, staff, and 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 position supports several affiliated organizations to fulfill their financial duties and requirements. General administrative duties such as answering the phone, greeting guests, keeping the office orderly, filing, and scheduling. This is a full-time, in-office position.

Principal Duties And Responsibilities

Accounting Support

• Accounts Payable
• Prepare and process weekly Accounts Payable batch including: process invoices and prepare checks in accounting software, route checks for signature and mail checks to vendors.
• Maintain vendor list including list revisions, obtaining and reviewing certificates of liability insurance and W-9’s, and following up on other requirements.
• Accounts Receivable
• Prepare Accounts Receivable invoices in accounting software as requested
• Prepare and Process monthly accounts receivable and cash receipt batches including: process all accounts receivable invoices not previously posted in accounting software, 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
• Respond to direct requests for information from clients/business partners and/or forward calls and emails to appropriate staff.
• Manage general office voicemail and direct line voicemail.
• Manage tenant and community use of shared spaces and meeting rooms.
• 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
• Filing and other
• Responsible for keeping the work and archive rooms clean and orderly
• Assist in filing and file creation for client files, property files, donor/grant files as necessary. Support donation acknowledgements.
• Purge old records as allowed by document retention policy.
• Other duties related to financial processing or financial data retrieval as requested.
• Executive Assistance
• Assist CEO with scheduling of meetings and calendar maintenance
• Assist CEO by receiving copies of voicemail transcripts meant for the CEO and then either mark CEO’s calendar for response or forward to another staff member. Address inquiries when able/appropriate.
  
  

Requirements

Skills and Qualifications

• Associate or bachelor’s degree in accounting, finance, or related field required.
• Two or more years’ experience in accounting related work is preferred.
• 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.