POSITION SUMMARY:

Under the general supervision of the Business Director, the AR Administrator will provide excellent service to make sure Billings Leadership Foundation is well positioned to have accurate, timely and detailed finance recordkeeping and financial data management.

KEY PRIORITIES:

Accounts Receivable

· Collect and drop off FH courier bags and distribute at Billings Leadership Foundation office.

· Open, endorse, and count FH and Montana Rescue Mission income with Front Office Coordinator.

· Prepare FH deposit consisting of donations, administrative reimbursement, contracts, rents, and miscellaneous income and enter details into spreadsheets.

· Deliver deposits to bank.

· Enter donor information from deposit spreadsheet into donor software, Donor Perfect, and generate thank you receipts.

· Initiate Friendship House automated payments for administrative reimbursement.

· Code bills for AP bookkeeper.

· Mail payments to vendors and file copies.

Finance

· Prepare weekly deposits for accounting service for program revenue, donations, grants, contracts, etc.

· In coordination with the Community Engagement Coordinator, invoice and report on programs for 21st CCLC, MYL Leadership Foundations, and any others as assigned.

· Track expended and leftover grant funds, ensuring all grant funds are properly drawn down by necessary year end date.

· Pull reports for Child and Adult Food Care Program (CACFP) claim(s) from Procare. Enter data into spreadsheets to calculate claims and submit them into State of Montana’s online portal.

· Send updated CACFP stats to Executive Assistant.

· Prepare report for chefs to send to Montana Food Bank Network.

· Enter/update private pay arrangements in Procare.

· Check State of Montana online portal for HRDC Best Beginnings Child Care Scholarship invoices and adjust family accounts in ProCare accordingly.

· Credit employees with children in the program with “Employee Benefit”.

· Calculate invoice and send to Yellowstone Valley Consortium for CCLC Grant.

· Reconcile FH credit cards for entry into QuickBooks.

· Complete monthly childcare family billing and invoicing, follow up and collections for families, clients, and students. Create payment contracts if necessary, for families and individuals behind on their fees.

· Process purchase orders and reimbursement requests.

· Complete CACFP Agreement and HRDC Care Referral renewal.

· In coordination with the Front Office Coordinator, file all necessary electronic and hard copy financials bi-weekly, purge old financial files, and ensure filing for annual audit.

· Other financial duties as assigned.

Data Management, Coordination, and Administration

· Serve as primary data manager, coordinator, and administrator of all Friendship House (FH) databases including but not limited to: ProCare, 21st Century Community Learning Centers (CCLC) spreadsheets, Donor Perfect donor management system.

· Enter all necessary information into the required databases in an accurate and timely manner.

· Assist in the development, implementation, and maintenance of program outcomes to track, child, adult, and family progress. Assist in the presentation of this data by developing language, charts, and graphs.

· Compile and produce reports from databases for all necessary reports and communications, in coordination with program staff, Development Coordinator, and Executive Director, for internal and external reporting and invoicing requirements by due dates.

· Coordinate and assist in all quality data collection regarding children and families in ProCare.

· Manage the data collection, aggregation, and analysis of the after school and summer academic programs for all FH locations, in coordination with program staff.

· Audit and ensure data quality in each database annually.

· Prepare monthly letter for Donor Perfect thank you receipts.

· Other data management duties as assigned.

PHYSICAL FACTORS/WORKING CONDITIONS Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%

· Position requires walking throughout program buildings on a regular basis.

· Work is primarily done inside though being outside on an occasional basis is required.

· Environment can occasionally be loud, odorous and unpredictable.

· See, hear, think, speak, stand, walk and sit – on a continuous, ongoing rotational basis.

· Lifting – up to 40 lbs, more with assistance – occasionally.

· Reaching, bending, stooping, kneeling – occasionally.

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities.

EDUCATION/EXPERIENCE:

· High school degree with 4 years’ experience related to the above duties and responsibilities acceptable.

· College degree in Business, Accounting, Administration, or related field preferred.

· Experience in Business, Ministry and/or Non-Profits is strongly desirable.

· Strong proficiency in Microsoft Word, Excel, and various database programs.

· Must be accurate and detail oriented; possess strong organizational and time management skills; and the ability to prioritize competing priorities in a complex and fast paced environment.

· Ability to work under pressure with tight deadlines.

· Must be able to interact with students and parents, donors and volunteers.

· Excellent customer service skills.

· Experience in using data management software to manage data and files, calculate and analyze numbers, produce reports, communicate information and produce documents and reports.

· Valid Montana driver’s license, record acceptable to BLF insurance carrier.

Requirement:

Billings Leadership Foundation is a privately funded 501 (c)3 non-profit, Christian ministry. Our designated purpose is religious and we are a Christ-centered ministry which is dedicated to sharing the Gospel by being an exemplary provider of effective and efficient solutions for those we serve, from a distinctly Christian perspective. We consider every position to be essential in the fulfillment of our ministry and Mission Statement. As such, each employee must have a relationship with Jesus Christ as their personal Savior and Lord. All employees must:

· Be able and willing to share the Gospel and participate in the spiritual activities of Billings Leadership Foundation including leading/participating in prayer, devotions, bible studies, etc.;

· Subscribe to Billings Leadership Foundation Statement of Faith, Core Values, and Qualifications for Employment upon hire and continuously while employed;

· Adhere to the Billings Leadership Foundation Employee Handbook.

Job Type: Full-time

Pay: $43,000.00 - $46,800.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Ability to Relocate:

• Billings, MT 59101: Relocate before starting work (Required)

Work Location: In person