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Summary

The Finance Administrator is a key member of the ISTH staff who is responsible for accurate and timely processing of financial transactions for the Society, ensures that accurate accounting and financial records are in place in accordance with best practices, and works on a day to day basis with the rest of the finance team, organization’s banks, insurers, accountants and other financial vendors/partners/advisors to ensure completion of high quality work.

Key Responsibilities:

Accounts Receivable:

• Record monthly Membership credit card, wire and check income and reconcile
• Daily monitor primary account for deposits (credit card, electronic, and check) and enter them into accounting system with supporting documentation
• Monthly reconciliation of merchant services revenue (e.g., Stripe, Shopify, PayPal)

Accounts Payable:

• Record company credit cards transactions (Center MasterCard and AMEX) and reconcile expenses to appropriate budget line items
• Provide initial recording of vendor invoices in the appropriate accounts payable system (Bill and Sage Intacct); obtain and note accurate expense approvals, expenses recorded to the correct general ledger line items and programs, and maintains payable information with proper substantiation for Manager/Director review/approval.

• Initiate vendor relationship to join the platform and provide support for setup and continued maintenance of vendor account.
• Setup all vendors and employees on the account payable platform. Perform all required maintenance/updates and ensure connection to the accounting software is maintained.
• Obtain and maintain vendor reporting information including IRS Form W-
• Perform monthly reconciliation of accounts payable application (Bill) charges to accounting system application (Sage Intacct); make sure backup/wire information, etc. is located in both systems and proper substantiation to support expenses saved on the network.
• Assist in the training of staff (initial and on-going) on the expense management application (Center)
• Assist with processing reimbursement requests
  • Staff reimbursements reviewed and handled through expense management system (Center)
  • Leadership & Volunteers reimbursements done in accounts payable applications (Bill / Sage Intacct)
• Assist with the preparation of NC Sales Tax Refund reports

Payroll

• Ensure that all non-exempt employee timesheets are completed, reviewed, and approve in order to process payroll (Bamboo HR).
• Assist in the preparation of biannual Time Study Reports
• Perform all required maintenance/updates for payroll platform (Bamboo HR).
• Assist with the preparation of annual payroll audits

General Financial/Business Tasks:

• Assist with the allocation of indirect expenses.
• Yearend Financial Processes:
  • Assist in the preparation of 1099s and distribute to appropriate vendors.
• Assists DFO and Finance Managers with the development of in-house financial reports, as
• Undertake other projects as assigned by the DFO and Finance Managers.
  • General Business Insurance – Assist People and Business Operations Coordinator with renewals process (e.g., financial and payroll information).

Skills, Abilities, and Knowledge Required

• Accuracy and attention to detail; honest and trustworthiness
• Well-organized, able to independently prioritize and develop and execute plans to accomplish tasks that may occur daily, weekly, monthly and annually with little supervision
• Familiarity and ability to work with multiple currencies
• Familiarity with and ability to apply ISTH financial and operational policies and procedures
• Ability to work collaboratively with ISTH staff, volunteer leadership, and vendors
• Proficient in Microsoft Office, as well as industry-known accounting software and reporting packages; willingness to learn new accounting software, as needed.

Minimum Requirements

• Associate’s degree, Bachelor’s degree is preferred
• Thorough knowledge of GAAP accounting methods and ideally, non-profit organizations
• Working experience with Intacct and Bill.com is a plus; and At least 5 years of professional bookkeeping experience
• Experience working in not for profits; working for an international nonprofit is a significant plus

Work Environment

• This role routinely uses standard office equipment: computers, phones, photocopiers, and filing
• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as
• Ability and willingness to occasionally travel domestically, as needed