Bookkeeper - E_Administration-101

POSITION SUMMARY:

Performs specialized clerical and bookkeeping tasks in the recording and maintenance of precise fiscal records and financial data; applies fundamental bookkeeping knowledge and skills to varied bookkeeping tasks such as administering the day-to-day operations the Great Plains Accounting Program by using functionalized double-entry accounting package, checking entries, issuing checks, balancing accounts, and preparing financial reports; prepares and maintains financial records in an accurate, complete, and timely manner while ensuring the integrity, security and accountability of Salvation Army financial accounts.

ESSENTIAL FUNCTIONS:  This position description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this position description.

Maintains a variety of ledgers; enters income and expense data into computerized financial systems; proofs entries to verify accuracy and completeness; prepares journal entries, balances accounts and prepares reports.
Communicates regularly with assigned Regional Accountant to assist with review and posting of journal entries.

Prepares, processes, enters data and maintains accounts payable records; receives, dates, stamps, obtains approval stamp, and codes all invoices; matches invoices with appropriate back-up paperwork and purchase order; enters data into the accounts payable system; runs reports weekly to determine bills that are due; runs checks, and distributes checks.


Receives, processes, enters data and maintains cash receipts records; prepares daily tabulations and reports of cash receipts; codes receipts to proper funds; enters data into the accounting system. Prepares deposit slips and makes deposits. Prepares cash and checks for deposit by completing deposit slips; ensures that deposits are made daily.

Collects and maintains receipt records for money owed from officers, employees, and clients for personal phone calls, uniforms, membership fees, lodge fees, Temporary Cash Advances, etc.

Generates reports from Great Plains as required by the Corps Officer, Advisory Board and Divisional Headquarters.

Classifies receipts and disbursements in accordance with established codes; maintains billing and posting of charges and credits to accounts; prepares summary reports.

Posts payments of expenditures; issues checks as necessary; maintains specified fund accounts and verifies daily deposits. Retains and files proper backup.

Prepares Divisional Headquarters remittance forms listing monies owed for insurance, statewide and support service, retirement, property income and expense, vehicle replacement, and miscellaneous invoices.

Verifies monthly bank statement transactions with checkbook register printout; identifies and codes all bank adjustment transactions; gets officer’s authorization on bank statement before faxing to Regional Accountant to complete bank reconciliation.

Maintains checking accounts by making timely deposits, tracking bank balance and reconciling accounts; follows-up with bank to resolve errors; maintains complete file of deposit slips and cancelled checks.

Develops and maintains a filing system of a variety of financial documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.

Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.

Prepares and processes employee records and payroll; collects employee time sheets; records hours on worksheets and balances the same; serves as liaison to the payroll administrator vendor and shares payroll figures; mails original worksheet to Divisional Headquarters and maintains a copy of the same.

Provides assistance in performing routine audits; prepares audit work papers; assembles and prepares records for presentation to auditor; answers auditor questions as necessary; prepares a response to items in the audit report.

OTHER RESPONSIBILITIES:

Serves as liaison between staff and insurance, personnel and payroll departments; answers questions, obtains clarifications on policies and assistance in processing insurance claims; may be responsible for reporting all injuries and accidents for insurance and workers compensation compliance.

Participates in the preparation of the budget; prepares budget workbook; reviews budget with management and makes adjustments as requested; prepares final budget copy.

Maintains and balances assigned petty cash fund; receives and verifies vouchers to be paid ensuring authorized signature of approval is present; prepares back-up paperwork for new checks to be written and cashes checks received.


Monitors and verifies monthly telephone bills and determines personal calls for proper collection and remittance.

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations.

Receives, stamps, and distributes office mail.

Prepares and distributes thank you letters and memorial cards for contributions; maintains accurate and complete records of donor contributions; prepares tax receipts as requested by donors.

Serves as back-up support as needed; may perform secondary non-bookkeeping clerical functions in addition to normal bookkeeping duties.

Performs other related work as required.

MATERIALS AND EQUIPMENT USED:

Computer    Calculator    Typewriter
Photocopy Machine

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

Two year college or technical school degree in accounting, bookkeeping, business or related field,

and

Two years experience in the performance of bookkeeping and related work with some exposure to data entry methods,

or

any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

LICENSES AND CERTIFICATIONS:

None.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of basic double-entry bookkeeping principles and practices and of applications to accounting transactions.

Knowledge of modern data entry methods as they pertain to bookkeeping functions.

Knowledge of modern office methods, procedures, and practices.

Knowledge of financial accounting systems and procedures.

Ability to prepare routine and special financial reports and records.

Ability to obtain numerical totals and balances and to verify information from complex forms and transfer to computers or manual reports.


Ability to accept fiscal responsibility of assigned functionalized accounts.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language.

Ability to keypunch information into a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to perform routine and complex mathematical computations repeatedly, rapidly and accurately.

Ability to operate various general office equipment including a computer and 10-key calculator.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

WORKING CONDITIONS:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.




STATEMENT OF PURPOSE:

The purpose of a job description is to outline the essential functions unique to a particular job within a specific department. Job descriptions are used to recruit, train, and evaluate employees.