Accounting Assistant

Job Description

Job Description

Description:

Position Title: Accounting Assistant

Status: Non-Exempt

Reports To: Chief Financial Officer

Department: Finance

SUMMARY

Under the supervision of Chief Financial Officer, the Accounting Assistant verifies and posts details of transactions for accounts payable. Codes data for input into the financial data processing system according to Turtle Bay accounting procedures. Processes weekly check runs and ensures that payments are up to date and accurate. The Accounting Assistant helps coordinate accounting projects and initiatives along with other members of the finance team. This position also provides administrative support to Human Resources.

ESSENTIAL JOB FUNCTIONS

· Maintain strict confidentiality requirements for organization and staff information.

· Prepare accounting records and financial reports per company standards.

· Prepare deposits for daily pick up by the bank and distribute transaction details for data processing into the accounting system.

· Review, reconcile and monitor all payables. Ensure all coding in accurate and invoices have the proper approvals.

· Process the weekly check run for invoices due.

· Participate in annual events as needed.

· Reconcile general ledger to accounts payable aging report.

· Lead quarterly audits of all cash on hand accounts and petty cash funds.

· Participate in the annual financial audit including preparing documents and answering questions.

· Order office supplies for the organization and maintain the office supply inventory for the Administration building. Keep the office supply area orderly and clean.

· Help IT maintain the organization’s copy machines, including ordering toner, if needed.

· Post outgoing mail and allocate monthly postage expenses.

· Attend Finance Committee meetings and Audit Committee meetings and produce documented meeting minutes.

· Participate in Finance department cross training and assist the team as backup wherever needed.

· As a member of the finance team, assist other team members as needed, including entering accounts receivable payments, assisting with greeting visitors, accepting deliveries, the weekly mail run and filing.

· Provide administrative support to Human Resources.

· Assist with tracking and collecting required employee forms, acknowledgments, certifications, licenses, and other non-confidential documentation.

· Follow up with employees regarding outstanding documents, training requirements, certification renewals, and deadlines.

· Scan, upload, and organize non-confidential documents in designated electronic filing systems.

· Support safety and compliance initiatives through communication, training record maintenance, and administrative coordination.

· Maintain organization and inventory of the uniform closet.

· Coordinate uniform distribution, exchanges, returns, laundering of returned uniforms, and inventory tracking.

· Assist with uniform ordering and inventory replenishment.

· Assist with employee communications, distribution of notices, and company-wide announcements.

· Other duties as assigned.

EDUCATION AND EXPERIENCE

· One (1) to three (3) years of accounting /finance experience

· Non-profit experience is highly desired.

KNOWLEDGE, SKILLS AND ABILITIES

· Knowledge of accounting and spreadsheet software required. Blackbaud’s Financial Edge and MS Office preferred.

· Excellent communication and interpersonal skills with a customer service focus.

· Excellent analytical, research and problem-solving skills.

· Ability to work with direct supervision or independently in a fast-paced environment.

· Must be detailed oriented, well organized, and able to set priorities and execute multiple tasks within deadlines.

· Possess a valid California driver’s license or be able to acquire within (10) ten days and provide a clean DMV report if requested.

INSTITUTIONAL RESPONSIBILITIES

All staff members play an important role in supporting and advancing the Turtle Bay’s mission and vision for our role in the community. As such, we seek candidates who will share our path to:

· Support the museum’s mission to inspire wonder, exploration and appreciation of our world, and share our vision of TBEP as a vibrant gathering place where our community is strengthened through education, cultural engagement and economic growth.

· Uphold our core values in one’s day-to-day work including playfulness, real-world experiences, interdisciplinary learning, community, lifelong learning, integrity, and sustainability.

· Contribute to a positive organizational culture based on respect, cooperation, professionalism and teamwork, as we strive together to achieve our mission and vision.

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

1.) How much on-the-job time is spent in the following physical activities?

Standing - F

Walking - F

Sitting - C

Talking, Hearing - F

Feeling, Fingering, Grasping - C

Climbing, Balancing - O

Crouching, Crawling, Kneeling - O

Reaching with Hands and Arms - F

Tasting, Smelling - O

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

2.) Does this job require that weight be lifted or force be exerted?

Up to 10 pounds - F

Up to 50 pounds - O

Up to 100 pounds - N

More than 100 pounds - N

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

3.) Does this job have any special vision requirements?

Looking at CRT - C

Color Vision (identify and distinguish colors) - F

Peripheral, Depth Perception - F

Ability to Adjust Focus - F

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

4.) How much exposure does this job have to the following environmental conditions?

Blood, Body Fluid - O

Toxic Chemicals - O

Moving Parts - O

Electrical Shock Risk - O

Explosives - N

Fumes - O

Extreme Cold (non-weather) - N

Extreme Heat (non-weather) - N

Severe Hot Weather - O

Severe Cold Weather - O

5.) How much noise is typical for this job's work environment?

• __X__ Very Quiet (Example: Forest trail, isolation booth for hearing test)
• __X___ Quiet (Example: Library, private office)
• ____ Moderate Noise (Example: business office with typewriters/printers, light traffic)
• ____ Loud Noise (Example: Metal can manufacturing, large earth moving equipment)
• ____ Very Loud Noise (Example: Jack hammer work, front row rock concert)