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Finance Associate

2 months ago

Rockland, United States Island Institute Full time
Job DescriptionJob DescriptionSalary: 46,700

Position Summary

The Finance Associate performs a number of day-to-day, month-end and quarterly financial operations of the Institute’s Finance department, including the processing of retail sales transactions, billing and accounts receivable, vendor invoices and cash disbursements and other routine accounting transactions.  The position also serves as a backup for the processing of the organization’s payroll, including a periodic processing of payroll on a rotating basis with other Finance staff.  The Finance Associate is part of a team of professional financial personnel and reports to the Director of Financial Operations..  The position is based out of the Rockland, Maine office of Island Institute, although some remote work may be arranged.


Qualifications and proficiencies:

  • An associate degree in a business discipline or at least three years of applicable experience in a bookkeeping role within a fast-paced work environment
  • Experience in the daily operations of a finance department
  • Experience within a nonprofit environment is a plus
  • Proficiency with retail point-of-sale and accounting software
  • Proficiency with Excel, Word, Outlook, PowerPoint and SharePoint. Experience with Salesforce and Expensify is a plus.
  • A high level of accuracy and efficiency in data entry
  • Ability to effectively manage multiple priorities and responsibilities
  • A friendly, customer-service focus in working with people both inside and outside the organization, including a willingness to respond quickly and accurately to requests for information
  • Ability to communicate clearly and appropriately, both orally and in writing
  • Strict compliance with confidentiality expectations around sensitive data, both organizationally and of individuals

 

Essential Functions:

Accounts Payable and Cash Disbursements

  • Process invoicing for various billings
  • Perform a review of accounts payable, selects amounts for payment and processes cash disbursements on a bi-weekly basis, and at other times as may be required
  • Account for Island Fellows transactions, including monthly housing payments (rent, security deposits, utilities)
  • Process monthly checks to consignment vendors of Archipelago
  • Reconcile and process payment of credit card bills through the accounts payable/cash disbursements process
  • Monthly review of outstanding checks, and follow-up on uncashed checks to ensure payment and compliance with state abandoned property laws
  • Handle phone and e-mail inquiries from vendors and others as to the status of payments

 

Sales and Accounts Receivable

  • Process various billings for government and private grants, to communities under the Island Fellows program and others as needed, and process those transactions in the accounting system
  • Monitor accounts receivable for overdue payments from clients/customers/others and follow up with collections activities as necessary
  • Process Archipelago store sales through integration of transactions from the point of sale (POS) software (currently “Vend”) into the accounting system
  • Process receipt of store inventory items into the accounting system. Process Working Waterfront advertising billings
  • File monthly sales tax report with the State

 

Other

  • Backup for processing of biweekly payroll, including periodic processing of payroll on a rotating basis and payment of payroll-related obligations such as 403(b) retirement contributions
  • Assistance on end-of-year audit preparation and response to queries from the organization’s external auditors
  • Assist with end of year census reporting related to the organization’s retirement plan and workers compensation insurance, as needed
  • Filing of paper and electronic documents in compliance with the organization’s records retention policies
  • Maintain comprehensive and up-to-date notes on specific duties in the OneNote system, including identification of vital tasks so that back-up support may be accomplished easily during planned and unplanned absences.
  • Process and file 1099 forms
  • Other duties as assigned.


Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical demands: While performing the duties, of this job, the employee is required to sit, enter data using computer keyboard and mouse, stand, walk, bend over occasionally, and move about the office space as well as between building floors. There is no requirement to lift and/or move weights of more than five pounds.
  • Work environment: The noise level in the work environment is usually minimal, although occasional interruptions can be expected.  Island Institute is a dog-friendly environment.


What we offer:

  • A benefits program to include health, dental, vision, company provided life and disability insurance.
  • A 403b plan with an employer match of up to 6% after one year of employment
  • A generous paid time off policy
  • 12 paid holidays and 2 paid floating holidays.
  • Island Institute membership benefits
  • Discount at Island Institute’s Archipelago retail store
  • Some remote work flexibility will be based on the individual’s proficiency and performance.


Base pay for this position is $46,700 with a range that depends on experience and skills related to position responsibilities and qualifications.

 

While there is no deadline for submitting your application, the application period will close when the position is filled.  Contact Susan Haversat at shaversat@islandinstitute.org if reasonable accommodation is required to complete the application.

 

Based in Rockland, Maine, the Island Institute is a nonprofit organization and an equal opportunity "at-will" employer committed to providing equal employment opportunities based upon an individual's ability and qualifications. We do not discriminate against people on the basis of race, citizenship, ancestry, color, religion, sex, sexual orientation, national origin, age, mental or physical disability.

 

For more information about the Island Institute and our work along the Maine coast, please visit www.islandinstitute.org.