Bookkeeper

4 weeks ago

Chicago, United States The Salvation Army USA Central Territory Full time

Responsible for the timely and accurate processing of vouchering and accounts payable for the City Fund. As a result the Transportation & Crisis Response Program are able to efficiently accomplish their tasks and responsibilities. Additionally, the Bookkeeper functions is a back-up in the areas of payroll, administrative office purchasing, fiscal processes forms distribution, general duties, and manager support.

POSITION TITLE: Bookkeeper

LOCATION: North & Central Illinois Division / Shield of Hope / Emergency Homeless Services

REPORTS TO: Program Director of Homeless Services

FLSA CATEGORY: Non-Exempt

STATUS TYPE: Full-Time

The Bookkeeper provides support to service delivery to the homeless population as part of the homeless services team. This individual works rotating shift assignments in accordance with maintaining an operational 24-hour facility.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Assures timely voucher submission to all funding sources, including Certificate and Collaboration vouchers.
  2. Obtain approval on all invoices from Transportation & Crisis Response Program Directors and/or other authorized individuals.
  3. Ensure proper account distribution for expenses.
  4. Enter invoices into the Shelby accounting system
  5. File check copies and paid invoices for program record keeping
  6. Respond to all inquiries regarding outstanding invoices.
  7. Request invoice copies or W-9 forms from vendors as needed.
  8. Assist with internal and external audits by preparing, responses, reconciliations and work papers supported by adequate documentation as requested.
  9. Assist with researching or resolving questions from vendors, department directors and Program directors as requested.
  10. Assures adequate funds are available for orders, review reimbursement checks for submission to the finance office.
  11. Review coding for monthly expenses and money orders to finance office.
  12. Collects records and code site money orders for the finance office.
  13. Work collaboratively with the Director of Homeless Services to develop Homeless Services budget applications, contracts, budget revisions, and budget amendments.
  14. Work collaboratively with Transportation & Crisis Response Program Managers and Shield of Hope Director in the development of department budget submissions to funding agencies and the DHQ Finance Department.
  15. Ensures professional working environment through the maintenance and updating of equipment such as copiers and phone systems in collaboration with the Director of Homeless Services.
  16. Tracks the receipt of funds from funding sources to assure sound fund balance, prevent overspending, determine when revisions are warranted and informs the Director of Homeless Services of any untimely reimbursements. (before September 15th for all Homeless Services budgets -- final submission date, although extension may be requested.
  17. Participates as a member of the Homeless Services Management Team and communicate with staff and contacts including The Divisional Finance Department.
  18. Oversees Human Resources operations with support from the Program Directors/Manager(s):
    1. Coordinates with all members of the management team to plan, support and monitor Shield of Hope and Transportation & Crisis Response Programs.
    2. Assists with budget review. Makes appropriate suggestions for expenditures and/or changes.
  19. Assists with developing and maintaining good staff relationships.
  20. Keeps abreast of fiscal and personnel practices and demonstrates professional growth and improvement through:
    1. Identification of own training needs.
    2. Participation in training sessions.
    3. Enrollment in workshop/college courses.
  21. Adhere to all Human Resources policies.
  22. All other duties as assigned.

EDUCATION/EXPERIENCE

  • Minimum of two years of college education in a related field.
  • Two years of administrative experience.
  • Minimum of three years of accounts payable experience in computerized accounting environment.
  • Proficiency with all Microsoft Office software applications.

COMPETENCIES

  • A commitment to uphold and promote the mission of The Salvation Army and an appreciation of faith-based service organizations.
  • An interpersonal style that is service oriented and supportive of the other departments.
  • An excellent attention to detail, procedures, processes and policies.
  • Good communication and interpersonal skills that exhibits the principles and values of the Army, as well as fosters team relationships and effective communications.
  • Good organizational skill and the ability to work independently as well as with a team of people.
  • Good judgment in making decisions based upon recognizing established precedents, and demonstration of resourcefulness in meeting problems.
  • Ability to manage projects to completion, prioritize work flow to include maintaining documentation standards, provide quality service delivery.
  • Ability to be self- motivated in a challenging work environment and to work with sensitive and confidential information.
  • Extensive knowledge of social service and homeless services programs.
  • Ability to write clearly and give good instructions.

PHYSICAL DEMANDS/WORK ENVIRONMENT

  • This position is required to do light physical work.
  • In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
  • The work environment for this position includes an office environment with a low noise level.
  • Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

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