Accounting Clerk

Description

ABOUT TCF

Toward the end of 1998, several charitably minded leaders came together to help create Tulsa Community Foundation (TCF), a tax-exempt public charity organized to receive, administer, and distribute gifts from individuals and organizations for the improvement of the Tulsa and Eastern Oklahoma area. TCF is a collection of many charitable funds varying in size from $5,000 to multiple millions of dollars. Each fund has its own identity and benefits from being invested with other funds to create a lasting community resource. Currently, TCF manages over $4.4 billion among over 800 individual philanthropic funds. TCF staff members work daily with nonprofit agencies, corporations, individuals, government officials, and community leaders to provide superior service to the citizens of Tulsa and eastern Oklahoma, as well as to increase the charitable dollars contributed to our community.

POSITION SUMMARY

The Accounting Clerk plays a crucial role in maintaining financial records and ensuring the smooth operation of the accounting department. This position involves a combination of administrative tasks, data entry, and basic financial analysis. The Accounting Clerk will work closely with the finance team, providing essential support in processing invoices, reconciling account, and assisting in This position requires the ability to handle Accounts Payable, Accounts Receivable and Cash Receipt transactions for multiple not-for-profit organizations. The successful candidate will be responsible for day-to-day accounting such as journal entries, processing invoices, bank account reconciliations, and bank deposits. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Data Entry and Record Keeping

• Input financial data into accounting software with accuracy.
• Maintain organized, accurate, and up-to date financial records and files.
• Assist in the preparation of accounts payable and accounts receivable related reports and statements.

Accounts Payable

• Collect invoices, obtain approvals, ensure proper coding and supporting documentation (receipts, invoices, and W-9s).
• Aide in the 1099 reporting process, including, but not limited to, performing Tax ID Number validation checks.
• Input data (vendor information, invoice detail, etc.)  into accounting software to prepare payables.
• Export queries for reporting / transfer purposes.
• Prepare checks and electronic payments.
• Process voids as needed.
• Provide banking institution with needed transfer instructions for payment funding.
• Submit approved electronic payments to TCF’s bank.

Accounts Receivable – as needed

• Run reports and prepare invoicing for various LLCs.
• Record cash receipts and deposit payments.
• Monitor accounts receivable and follow-up on outstanding payments.

Cash Receipts & Contributions – as needed

• Record and deposit donations, grants, and other income (admin fees, reimbursements, etc.)
• Maintain accurate donor and/or other payee information in databases.
• Provide banking institution with needed deposit instructions for fund disbursements.
• Export queries for reporting / transfer purposes.

Bank Reconciliation – as needed

• Reconcile monthly bank statements and resolve discrepancies on assigned accounts.
• Record and track bank transactions accurately.

Expense Reports

• Aide staff in submitting and processing expense reports.
• Verify expenses for accuracy and compliance with organization policies.
• Confirm coding and supporting documentation is provided for each expense.

Compliance and Reporting

• Ensure compliance practices are in line with internal control policies.
• Generate and distribute informational reports as required.
• Assist Supervisor and Controller with monthly and year-end closing processes, including Form 1099-MISC filings.
• Support annual audit preparation.

Miscellaneous Tasks

• Maintain worksheets in Excel (, A/R invoicing, pledge collections, etc.)
• Prepare periodic reminder letters for pledges.
• Research and resolve discrepancies in constituent / vendor records, deposits, payments, etc.
• Support both internal TCF staff and bank institution staff for all transaction related items for efficient and accurate fund management.

General Administrative Support

• Provide administrative assistance to the accounting team.
• Assist with special projects and tasks as assigned.

Requirements

 QUALIFICATIONS AND SPECIFICATIONS

Education & Experience

• Bachelor’s degree in accounting and/or finance, or
• 2 years of recent accounts payable and/or bookkeeping experience
• Accounting experience at not-for-profit organizations preferred

Competencies, Skills, and Abilities

• Proficient with Microsoft Office Suite (specifically Excel, must be able to use basic formulas)
• Experience with QuickBooks, Raiser’s Edge, Financial Edge
• Excellent attention to detail and data accuracy.
• Strong organization and time-management skills.
• Intrinsically motivated, comfortable working individually or with teams, and an excellent problem solver.
• Ability to maintain confidentiality and discretion in financial and community matters.
• Strong interpersonal skill set and passion for excellent customer service; engaging with respect, professionalism, compassion, and kindness in all interactions.
• Excellent communication skills, both verbal and written, in-person and virtual, with demonstrated competency in listening, seeking to understand, accurately and clearly exchanging information, providing directions, following up, and ensuring proper documentation.
• Able to multitask while maintaining efficiency and detail-oriented tasks with shifting priorities while in a fast-paced team environment.
• Desire to create objectives, establish priorities and proceed with goals under limited supervision.

Physical Requirements

• Ability to sit in front of a computer monitor for multiple hours at a time.

Hourly (Overtime Eligible) Rate

• $21.00/hr - $25.00/hr

Hours and Location

•  Job location is at TCF offices – 7030 S. Yale Ave, Suite 600 Tulsa, OK 74136 – Travel to and work at other TCF locations in and around Tulsa will likely be required from time to time.
• The current expectation is the first 90 days of this new role will be in the office 5 days a week or as much as possible.  After 90 days, the successful candidate will be able to create a hybrid (remote and on-site) work schedule that is mutually agreeable to the candidate and the supervisor. TCF’s current general expectation is that employees are in the office a minimum of 3 full days and that if the employee is working remotely, they are able to appear on camera for all virtual meetings. 

Salary : $21 - $25