The Chattahoochee Nature Center has an immediate job opening for a full-time Bookkeeper/Office Administrator.

Transcription

1 The Chattahoochee Nature Center has an immediate job opening for a full-time Bookkeeper/Office Administrator. The Chattahoochee Nature Center is a not-for-profit environmental organization established in 1976 in Roswell, Georgia. We offer a competitive salary & benefits package, and also offer a more relaxed workplace environment. Applicants should forward their resume, cover letter and salary history to Karen Ewing at k.ewing@chattnaturecenter.org.

2 Chattahoochee Nature Center, Inc. BOOKKEEPER Job Description ACCOUNTING: Accounts Payable 1. Input Vendor Disbursement Requests (VDRs) received from departments into MIP Fund Accounting - general ledger (GL) system daily. 2. File entered VDRs alphabetically in AP accordion file until paid. 3. Run AP Aging every Friday morning for Finance Director s review and approval to pay. 4. Once approved, prepare checks for Finance Director s signature. 5. Mail invoices. 6. Attach check aprons to VDRs and file in AP vendor files. 7. Maintain contractor W-9s and prepare 1099s at year end. Cash Receipts 1. Import cash and charge receipts from point-of-sale system into MIP daily. Review and post to GL. 2. Take deposits to SunTrust and Wells Fargo Banks. 3. Attach bank endorsed deposit receipts to cash reports and file by department in monthly CR files. Payroll 1. Issue staff memo at beginning of new calendar year listing payroll cutoff dates and time sheet due dates. 2. Issue before each pay period reminding staff when time sheets are due. 3. Review time sheets online for department and division head approval. 4. Input compensation changes when authorized in writing by division head or department manager. 5. Input employee withholdings, deferrals, etc. as instructed by Finance Director and/or requested by employee. 6. Submit, review and finalize payroll via ADP online portal. 7. Give Payroll Summary to Finance Director 2 days prior to pay date for funding purposes. 8. Distribute paychecks to staff. 9. Prepare journal entry to book payroll to the general ledger. 10. Set up new hires and activate terminations in ADP. 11. Handle ALL staff compensation/payroll issues with confidentiality. 12. Issue W-2s to staff. 13. Produce various payroll reports as requested by Finance Director. Page 1 of 5

3 General Ledger 1. Reconcile all bank accounts and prepare journal entries 2. Reconcile all credit card accounts and prepare journal entries 3. Recognize prepaid expense 4. Recognize deferred income. Recognize restricted revenue and expense. 5. Record in kind donations 6. Record postage and copier allocation 7. Record payroll entry each pay period; reconcile to FY Payroll Budget 8. Record capital campaign payroll allocation (when applicable) 9. Print AP Aging and reconcile to AP GL 10. Print GL and review for correct coding making any necessary changes. 11. Print Check Register, Cash Receipts and Disbursements Report, and General Ledger Report 12. Prepare month end closeout folder for Finance Director review 13. Work with executive director, division heads and department managers to resolve issues discovered once monthly financial reports are issued by Finance Director. Audit 1. Prepare vacation accrual 2. Research and reclassify general ledger transactions as requested by Finance Director. 3. Work with auditor while on-site to gather requested information or research questions. Reports 1. Weekly cash receipts update distributed to Board Treasurer, Exec Director, Division Heads and Department managers once approved by Finance Director 2. Weekly cash, accounts payable and line of credit update distributed to Board Treasurer, Executive Director, Division Heads and Department managers once approved by Finance Director. 3. Produce other reports as requested. Sales Tax 1. Compute and file monthly sales tax return based on retail receipts. 2. Prepare associated journal entries. Petty Cash 1. Maintain petty cash account. 2. Responsible for issuance & documentation of petty cash disbursements as requested by staff. 3. Prepare reconciliation on a monthly basis. 4. Replenish as needed. Page 2 of 5

4 Gift Certificates 1. Responsible for issuance and tracking of gift certificates, once approved by department managers. 2. Prepare journal entries to record issuance, redemption and/or write-off of all gift certificates. BANKING: 1. Maintain online bank activity inquiry for commercial bank accounts. 2. Maintain good relationship with bank tellers. 4. Prepare cash boxes for Special Events, Board Events, Festivals and Plant sales with change; request hookup of credit card machines by Operations if applicable. 5. Take change requests to bank as needed by Museum/Retail staff. HUMAN RESOURCES: New Hires 1. Prepare New Hire packet as requested by hiring department manager or division head. 2. Review with new staff person; answer questions 3. Follow up to make sure all forms are signed and returned in a timely manner. 4. Administer background checks on new hires. Terminations 1. Prepare termination package as requested by department manager or division head. 2. Review with resigning/terminated staff person; answer questions 3. Follow up to make sure all forms are signed and returned in a timely manner. 4. Issue check for unused vacation pay, when applicable. Health, Dental and Supplemental Insurance 1. Allocate monthly premium invoices to departments per FY Payroll Budget 2. Input and maintain staff contributions/withholdings in ADP payroll system. 3. Thoroughly review monthly invoices for accuracy. 4. Make sure invoices are paid NO LATER THAN the 15 th of each month. 5. Keep supply of enrollment packets on hand. 6. Work with benefits consultant regarding new enrollments or other changes in staff coverage. 7. Handle ALL staff insurance issues with confidentiality. 8. Notify benefits consultant of staff participating in COBRA for third party administration. 9. Maintain professional working relationship with all insurance providers and benefits consultants. Page 3 of 5

5 401K Retirement Plan 1. Assist with administration of 401K retirement plan as directed by the Finance Director. 2. Input employee deferrals in ADP portal. 3. Prepare journal entries associated with employee deferrals and company match. 4. Perform reconciliations as needed. 5. Develop working knowledge of investment company s client portal. Vacation and Personal Days 1. Monitor vacation & personal days used in ADP portal. 2. Verify remaining vacation days to be paid out as a result of staff terminations. 3. Prepare annual adjustment of remaining vacation days based on CNC policies. 4. Prepare vacation accrual at year-end. 5. Monitor vacation and personal days used per Employee Manual policy. ADMINISTRATION: 1. Maintain inventory of all offices supplies. Oversee procurement of all office supplies. Ensure copy/supply room is adequately stocked at all times, including office supplies, copy paper and parts/toner for copy machine. 2. Maintain office copy machine. Point person for all service & parts requests. Monitor usage and allocate to departments accordingly each quarter. 3. Maintain postage meter. Point person for all service, parts & supply needs. Monitor usage and allocate to departments on a monthly basis. 4. Maintain fax machine. Point person for all service & parts requests. 5. Maintain USPS post office box and mail service. Responsible for pick-up and drop-off of mail on a daily basis. Ensure positive working relationship with USPS. Work with staff and USPS to resolve any issues as they may occur. 6. Responsible for maintenance of UPS & Fedex accounts. 7. Ensure safekeeping of company credit cards. Document issuance and return of all company credit cards. Responsible for reporting fraudulent activity and/or other issues that may arise with use of company credit cards. Monitor staff compliance with all company credit card policies (including appropriate usage). Report any unusual activity to Finance Director immediately. 8. Other duties as necessary. Page 4 of 5

6 NOTARY: Apply for and be sworn in as notary public in order to notarize CNC documents and personal documents for staff. REQUIREMENTS: Minimum 5 years of bookkeeping, A/P, A/R experience MUST have experience working with general ledger software / systems MIP Fund Accounting (non-profit) experience a huge plus Excellent data entry skills Experience with Microsoft Excel, Microsoft Word and Microsoft Outlook Must be a team player with strong interpersonal skills Must have reliable transportation Bachelors or associates degree preferred OTHER: Applicant will be subject to a background check upon employment, and must also agree to a consumer credit check for this position. Some evening and weekend work will be required. This is a full-time, nonexempt position. Page 5 of 5