Accounting Administrator
Full Time, Year Round. Benefits. $55-$70k.
Position Summary
Overview:
The Accounting Administrator takes ownership of the organization’s daily financial functions, ensuring the consistent integrity of the processes. They administer the daily cash receipts and disbursements of the organization, maintain the chart of accounts and assure accurate entry. They oversee report sorting and reconciliations across teams and programs and support non-finance colleagues in tracking and reporting activities. They prepare internal and external reports from the finance and accounting system to create accountability and improve understanding and decision making.
Core Responsibilities:
- Cash Receipts and Disbursements: Responsible for collecting and depositing cash receipts for the Ranch including but not limited to payments for tuition, donations, café revenue, front desk POS system, residency program deposits, intern deposits, print sales, supplies payments, studio rental payments and fundraising events. Monitors front desk store register activity and prepares a weekly sales receipts spreadsheet from on-line POS closeout and maintains proper posting to the accounting program of those receipts. Monitors café register activities and prepares weekly comparison of register close out tape to actual deposits. Maintains café cash bank and replenishes as necessary. Maintains the credit card machine in the development department and assists development staff with entry of charges and batching out machines on a weekly basis. Monitors petty cash, enters payables and purchase orders, and assures timely payments to vendors.
- General Ledger Entry: Performs coding and data entry necessary to produce the accounts payable, accounts receivable and payroll functions. Performs accounting corrections and adjustments including journal entries, wire transfers, coding changes, audit adjustments, fixed assets tracking, prepaid entries, notes receivable, and allocations based on department, etc.
- Payroll & Independent Contractor Reporting: Prepares payroll and files quarterly tax reports. Funds HSA and 403B account distributions. Maintains W-9 forms and prepares and distributes 1099’s at year end.
- Reconciliations & Report Preparation: Prepares monthly bank reconciliations and monitors cash flow. Prepares detailed reports for audit trails and reconciliations. Prepares monthly sales tax reports. Monitors accounting profit and loss statements, balance sheets and actuals compared to budget statements. Monitors departmental budgets monthly and prepares monthly reports on budget tracking. Assists in preparation of Board reports and takes meeting minutes as necessary. Prepares post fundraising event reports. Prepares annual reporting requirements for both state and federal as necessary. Assists in the preparation of the annual audit.
- Accounting Records & Compliance: Maintains accounting records and transaction back-up for compliance and audit support. Maintains back up on deposits and CC batches. Assigns employee credit cards and tracks credit card charges. Maintains all vehicle registrations and business operations licenses. Maintains payment histories and document storage.
Expected Skills & Qualifications:
- Self-starter and independent worker, able to be accountable to a team.
- Highly professional decorum and maintain confidentiality of information.
- Understanding of GAAP (Generally Accepted Accounting Principles) and regulations. Non-profit accounting experience is a plus.
- Excellent knowledge of accounting and financial processes (budgeting, financial closure, reporting etc.) as well as financial controls.
- Working knowledge of MS Office (especially excel) and accounting software
- Well-organized with ability to prioritize
- Very good communication and interpersonal skills
- Attention to detail and problem-solving ability
- Knowledge of Financial Edge and Raiser’s Edge a plus but not required, training will be provided
Education and Experience:
- Bachelor’s degree in accounting, finance or relevant field is preferred.
- Three to five years of proven experience as an Accounting Administrator or other similar position.
Staff Community Responsibilities:
- Community Outreach Leader: All staff members are expected to build and lead partnerships with community organizations as they relate to their area of responsibility, and to actively support the outreach efforts of other team members.
- Engaged & Supportive Team Member: All staff are expected to support colleagues and engage in the programs and events of the Ranch by attending lectures, artist talks, fundraising events, and community wide events and being available to jump in and help make them a success.
- Support Major Fundraising & Community Events: All staff are expected to support the major annual events that engage the public and fundraisers. These are “all hands on deck” efforts and all staff are expected to participate in ways outside their normal professional functions to make them a success from set-up, to execution, to tear down.
- Professional & Personal Development: Continuing to learn and improve is a job requirement of all staff. Team members are expected to be growing, learning, and improving in their artistic and professional lives.
- Brand Ambassador: All team members are expected to comport themselves in a manner that is fitting with the organization; represent the Ranch both on and off-campus, as well as online and on social media, keeping in mind that positivity and professionalism are respected and appreciated.
Physical Requirements:
- Sedentary work that primarily involves sitting/standing.
- Light work that includes moving objects up to 15 pounds.
- The employee frequently is required to stand, walk and reach with hands and arms.
Other Duties:
- The descriptions above are intended to describe the general nature and level of work being performed in this role. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the role.
- All personnel are required to perform duties outside of their normal responsibilities from time to time, as needed.
- This role requires a flexible schedule including evening and weekend hours as needed, and particularly intense time demands in the summer months.
- This job description may be changed or updated at any time throughout employment.