Position Scope: The Utica Zoo is seeking to hire a dependable, part-time Accounting Coordinator to work as an integral part of the Finance and Administration Department. Successful candidates will be responsible for the timely and accurate processing of all aspects of accounts payable including the timely posting of payroll, invoices, check writing, and maintaining complete and accurate vendor information, and all revenue related transactions. The Accounting Coordinator is also responsible for protecting the confidential assets of the organization such as development solicitations and sponsorships, and stewardship follow up, and must follow all procedures and controls in a timely manner. The Accounting Coordinator will report to the Director of Administrative Operations (DAO).

Duties:

Accounts Payable

• Record payroll, taxes, deductions for each pay period
• Process retirement and union dues payments for each payroll period
• Process invoices for approval and timely payment
• Ensure expenses are posted to the correct class and expense account for accurate reporting
• Process invoice payments
• Maintain accurate financial filing of invoices

Accounts Receivable

• Ensure daily gift shop revenue and other income sources are deposited and recorded in a timely manner
• Ensure revenue is posted to the correct class and revenue account for accurate reporting
• Maintain accurate financial filing of deposits

Report generation

• Provide management with weekly payables report
• Provide management with weekly bank balance report
• Assist the Board Treasurer and DAO with the production of month-end financial statements and other assigned reports.
• Assist with cash flow forecasts
• Assist DAO with yearly budget preparation
• Assist with financial reporting for grant applications

Reconciliation

• Enter and reconcile credit card, petty cash, gift card balances, and gas card transactions
• Enter and reconcile payroll journal entries for each payroll period
• Preliminary reconciliation of bank accounts and assist Board Treasurer and DAO with month end reconciliation
• Assisting with month-end procedures as necessary.

Audit

• Prepare year end reports and documentation for CPA
• Assist Board Treasurer and DAO with posting adjustments and corrections

Development

• Support development solicitations including annual appeals, sponsorships, and one time donor requests
• Support stewardship follow up
• Reconcile grant applications and payout requests
• Track planned giving pledges, such as bequests, charitable trusts, and annual pledges
• Be a conduit between Finance and HR to ensure appropriate recordkeeping, documentation, accounting accuracy for Utica Zoo Staff Benefits and payroll
• Strict adherence to confidential policies and information.
• Responsible for maintaining the accounting software and general ledger account.
• Assist with improving departmental efficiencies.
• Resolving Utica Zoological Society invoice/payment questions while acting as liaison with zoo staff and vendors.
• Maintain vendor records within the organization’s financial database (W-9, tax-exempt forms, etc).
• Deal effectively and with urgency, chargebacks and disputes with credit card companies.
• Ensure adherence to Employee Handbook, Collective Bargaining Agreement, company procedures and policies, and Utica Zoo mission, vision, values and current strategic plan.
• Other duties as assigned

Work Environment & Physical Demands:

• The work is accomplished in an office environment and is generally comfortable.
• Most work is performed indoors although the position may require work outdoors with exposure to seasonal weather conditions.
• This position requires sitting at a desk for prolonged periods working on a computer and the use of standard office equipment.
• Must be able to lift up to 15 pounds.
• Work may require low physical effort on a daily basis such as walking, bending, stooping, and standing.
• Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: No more than 15 per week

Benefits:

• Employee assistance program
• Flexible schedule

Schedule:

• Day shift

Experience:

• Accounting: 1 year (Preferred)

Ability to Commute:

• Utica, NY 13501 (Preferred)

Work Location: In person