Accounting Clerk

4 days ago

West Palm Beach, United States Boys & Girls Clubs of Palm Beach County Full time
Job DescriptionJob Description

Primary Function:

Performs various clerical and routine accounting tasks in support of an operating unit, to include posting entries, verifying, and reconciling input to financial reporting system output, assisting in preparation of grant billings and other financial reports. Assists in performance of various clerical duties. Position requires preparing routine administrative paperwork to include purchasing, accounts payable, accounts receivable, and payroll documents; and updating routine existing financial records and reports using basic data entry and word processing on an automated accounting system or spreadsheet.

Key Roles (Essential Responsibilities):

General:

  • Provide accounting and clerical support to the Finance departments.
  • Support accounting operations by scanning, filing, and maintaining accounting records on SharePoint.
  • Prepare cash deposits and takes to bank.
  • Coordinate appropriate signatures on checks and EFT documentation.
  • Prepare routine entries; reconciles entries and internal ledgers to financial reporting system reports.
  • Assist in preparation of financial statements such as grant invoicing, budgets, and cost reports.
  • Assist in ordering, care, maintenance, and utilization of department equipment, supplies, and inventories.
  • Assist with Annual Audits, Grant Audits, Non-Profit Certifications and US Commerce filings.
  • Assist in filing with State and tracking unclaimed wages.
  • Ensure the maintenance of accurate and timely financial records by entering, processing, and reconciling transactions as assigned in accordance with established procedures and formats.
  • Implement day to day accounting activities, processing assigned financial transactions and reports through administrative systems, consistent with policies and procedures.
  • Oversee the receipt of deposits via accountsreceivable@bgcpbc.org email. Log Daily Deposits to ensure no duplication and prepare for entry.
  • Invoice and Track receipt of Corporate and Advisory Board Dues.
  • Prepare Pledge Invoices Quarterly and send to donors.
  • Value all Gifts in Kind received and record in Great Plains.
  • Gather and organize invoices, timesheets, and any other required documentation for timely filing of Grant invoices and spenddown reports.
  • Assist with Club events as needed.
  • Perform miscellaneous job-related duties as assigned.

Accounts Payable:

  • Review all invoices for appropriate documentation and approval prior to payment.
  • Process 3-way PO matching invoices.
  • Process Check Requests.
  • Audit, process and reconcile Credit Card receipts and bills.
  • Match Invoices to checks, obtain all signatures for checks and distribute accordingly.
  • Maintain ACH vending system by acquiring documentation from vendors for ACH payment and processing invoices.
  • Respond to Vendor inquiries.
  • Reconcile vendor statements, research, and correct discrepancies.
  • Maintain files and documentation thoroughly, in accordance with company policy and accepted accounting practices.
  • Monitor all vendor payment agreements to find discounts that can be used to reduce invoice amounts.
  • Responsible for ensuring no sales tax is charged on invoices.
  • Keep track of credits owed to the company and ensure all credits are properly applied to vendor payments.
  • Record EFT vendor payments
  • Maintain W-9's, ACH files and COIs (Liability & WC) for calendar year.
  • Prepare 1099's for submission via Great Plains and Greenshades platforms annually.
  • Train staff on utilizing GP PO system and ensure utilizing per company policies & procedures.

Relationships:

  • Internal: Maintain close, daily contact with staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/instructions; instruct; and advise/counsel.
  • External: Maintain contact with external vendors, donors, and others to assist in resolving challenges.

Skills & Knowledge Required:

  • Proven accounting experience.
  • Ability to perform simple accounting procedures.
  • Knowledge of cash management principles and/or procedures.
  • Intermediate to Advanced data entry and/or word processing skills.
  • Records maintenance skills.
  • Ability to analyze and solve problems.
  • Knowledge of accounting procedures.
  • Ability to read, sort, check, count, and verify numbers.
  • Ability to prepare routine administrative paperwork.
  • Account balancing skills.
  • Ability to use an automated accounting system.
  • Ability to prepare financial reports.
  • Well organized, accuracy & attention to detail

Physical Requirements/Work Environment:

The physical demands 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.

  • Frequently required to stand; walk; use hands and fingers; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.
  • Frequently required to sit.
  • Frequently lift and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.


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