Job Description – Accounts Receivable/Accounts Payable Clerk

The mission of STEM NOLA is to grow future Innovators, Creators, and Entrepreneurs through inspiration, engagement, and exposure. Members of the community will learn about opportunities in the fields of Science, Technology, Engineering, and Math (STEM).

Overview: The Accounts Receivable and Accounts Payable Clerk is a critical role on the STEM NOLA team that ensures proper coding of program and vendor invoices and keeping and tracking of financial transactions. The position is responsible for assisting with financial accounting, invoicing, tracking of finance transactions, payroll record-keeping, and payroll processing procedures. Specifically, s/he will help STEM NOLA Finance and Administration leadership ensure that all budgets, expenses, and receipts are accurately recorded and grant funded expenses are properly allocated to benefitting divisions, in partnership with the accounting senior staff. The role requires incredible attention to detail, good writing skills, effective communication, and a passion for technology assisted financial systems. This position reports to the Chief Financial Officer or designee of the CEO.

Budgeting and Reporting

· Ensure proper allocation of grant funding to expenses in division budgets.

· Assist in the creation of department grant spending reports.

· Assist senior accounting staff in creating company finance reports for CEO or Board use.

Accounting Functions

· Establishes and/or maintains financial status by developing and implementing systems for collecting, analyzing, verifying, and reporting financial information.

· In partnership with senior accounting staff, coordinates the collection, consolidation, and evaluation of financial data and preparing special reports.

· Assists in maintaining financial security by enforcing and/or establishing internal controls for cash, credit cards, or vendor related account usage.

· Assist with A/P, A/R, and inventory functions.

• Maintain client and vendor databases.

• Prepares and codes client and vendor invoices, bills, and short-term debts.

• Classifies, verifies, computes, posts, and records receivable data.

• Reconcile ledgers ensuring payments and receipts are accurately reflected.

• Billing and collections

• Verifies discrepancies and resolves client billing issues.

• Generate reports and manage accounts receivable status.

• Verifies invoices against purchase orders.

• Handles vendor inquiries

• Maintains Accounts Payable and invoice files.

· Assist with reception desk coverage weekly, with a commitment to provide the highest level of customer satisfaction.

· Interact with staff in a professional manner and respond to their requests efficiently and effectively, so as to ease and improve communications regarding finances.

Requirements: Education and Experience:

· Minimum High School Diploma or equivalent

· Minimum of 1-3 years of experience in Accounts Payable and Accounts Receivable in government, education, or non-profit settings.

· Demonstrates understanding of basic principles of finance accounting and bookkeeping.

· Minimum 2-yr QuickBooks Experience

· Minimum 2-yr Microsoft Suite (must be highly proficient in using Excel)

· Proven ability to calculate, post and manage accounting figures and financial records.

· Proven data entry skills with a knack for numbers

● Is familiar with financial functions and record-keeping nuances of corporate funding and various grant types.

● Is a natural collaborator and critical thinker, works well with a team, and is able to determine priorities with limited to no supporting information.

● Able to stay on task and on schedule with minimal supervision.

● Models kindness, compassion, and understanding.

● Stays up to date with current trends in STEM, financial resources, and the non-profit space and thinks critically about how to bring cutting edge ideas to the Executive Team.

● Comfortable working with technology of various formats, including Microsoft Office, G-Suite, Adobe, Zoom, QuickBooks, and relevant apps (i.e. Basecamp)

● Available to work days, evenings, weekends, and some holiday periods, if needed.

This Position Is:

● Full time, salaried, minimum of 40 hours per week.

● May require some company-sponsored travel

● Requires passage of a full background check (state and federally mediated)

The information contained in this job description is not an exhaustive list of the duties to be

performed for this position. Adjustments may be made at any time as deemed necessary by STEM NOLA Executive administration.

Job Type: Full-time

Pay: From $32,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience level:

• 1 year
• 2 years

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Describe your experience using Quickbooks Accounting Software. If none, describe other Accounting software that you have used.

Education:

• High school or equivalent (Required)

Experience:

• Bookkeeping: 1 year (Required)
• Accounts receivable: 1 year (Required)

Work Location: In person