Accounting Assistant

3 weeks ago

Charlestown, United States Kennedy Center Full time
Job DescriptionJob Description

JOHN F. KENNEDY FAMILY SERVICE CENTER, INC.

MISSION: Kennedy Center mission is to provide individuals and families in need services, opportunities and the tools they require to lead productive and fulfilling lives.

Job Title: Accounting Assistant

Supervisor: Executive Director

Revision Date: October 2023

Full time position eligible for full range of benefits

Competitive Hourly Rate based on level of experience

Primary Responsibilities: The goal of this position is to support the efficient back office operations of the Center as a non-profit organization with multiple program areas and funding sources with requirements for closely tracking transactions. The Assistant must have QuickBooks competence, as this is the main accounting system we use. Primary responsibilities involve support to the Controller and other management staff as needed to maintain organized and accurate financial recordkeeping. For the right candidate, there is the potential for professional development leading to higher levels of responsibility and pay.

Representative Listing of Essential Job Duties:

  1. Enter data accurately into a variety of forms such as spreadsheets or fields in online reporting systems/databases.
  2. Place and track approved supply orders for educational materials needed for classrooms [Front Desk person handles school office supplies]
  3. Under supervision of the Controller: review accounts payable invoices and prepare payments with accurate coding in QuickBooks
  4. Under supervision of the Controller: process incoming checks for deposit
  5. Under supervision of the Controller: update QuickBooks with A/R and A/P data; run basic reports on YTD spending
  6. Run reports on the status of fee payments by families at our school (training provided)
  7. Assist Controller and other management staff in the compilation of invoices and appropriate backup documents to submit on deadline to various outside agencies.
  8. Serve as point person for office equipment contracts and maintenance issues (such as postage machine, security cameras and phone system) The Front Desk person will also have the information on these systems so there will be cross-training
  9. Point person for requesting IT assistance from our outside IT contractor
  10. Assist Controller in the review of caregiver and other staff timesheets, preparation of biweekly payroll
  11. Filing, copying and general clerical support for the Controller and the Executive Director

The above listing is not to be considered as inclusive of all job functions and/or operational responsibilities but a representative listing of the job duties.

Backup to Enrollment Coordinator Position–As needed. May include:

  • Maintaining “business files” for enrolled children with copies of parent fee contracts, subsidy vouchers and correspondence
  • Updating ProCare database of enrolled children
  • Creating invoices in ProCare for parent fees [and Childcare Aware invoices for families with military subsidy]
  • Delivering to classrooms the monthly packet of billing and contract info

Required Competencies:

  • QuickBooks basic certification or documented competence through experience.
  • The ability to take responsibility for the accuracy and quality required for each task, learning new skills as needed
  • Excellent organizational skills; the initiative to develop systems which meet the needs for maintaining organization and accuracy in the main office
  • The ability to communicate in a kind and professional manner with a wide variety of people on the phone, in person, and via email
  • A comfort level with technology/computerized systems and with learning new systems such as online databases or methods for storing and sharing documents.
  • The ability to implement all required services in a competent, timely and professional manner.
  • The ability to resolve conflicts effectively and respectfully.
  • The ability to communicate effectively about the status of tasks, e.g. provide updates, ask for supervisor’s guidance when there are competing priorities/deadlines or when clarification is needed about an assignment
  • Adherence to standards of protecting personal and confidential information
  • The ability to maintain a consistent work schedule to meet program needs.
  • A non-judgmental and welcoming attitude to people of all backgrounds.

Educational Requirements:

  1. Minimum of a high school degree and experience equivalent to one to two years of higher education (Associates Degree in accounting or related field preferred)

Experience Requirements:

  1. Minimum of two years in role with similar responsibilities for clerical and bookkeeping support using QuickBooks
  2. Training or experience in Microsoft Office, Office 365, and the Google suite of email and file sharing programs

Physical Requirements:

This is primarily a desk job but the Assistant will need the mobility to go work with staff in other offices as needed to support recordkeeping. This means going to a building one block away and going up and down stairs.

We are an equal opportunity employer. We celebrate diversity and we are committed to an inclusive, welcoming environment for staff, clients, and volunteers.

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