Job Summary

This position reports directly to the Executive Director for Explore Whitefish. This position is responsible for managing business operations, including but not limited to office efficiency, financial management, assistance with budget planning and managing financial statements. 

ESSENTIAL JOB FUNCTIONS:

Financial & Billing Management

• Payroll Management: Manage payroll for organization. Includes wage calculation, deductions, and withholding taxes as well as all related reporting & submissions to State, Federal, and work comp authorities.
• Budget Management: Assist in the preparation and monitoring of budgets, ensuring that expenditures are kept within allocated budget limits.
• Financial Record Keeping: Maintain accurate financial records by recording all financial transactions (estimated at 60-70 per month) into QuickBooks.
• Financial Reporting: Prepare financial statements, including profit and loss statements, balance sheets, CSF collections, and cash flow statements, on a monthly and/or requested basis for review by Executive Director and Finance Committee members.
• Accounts Payable and Receivable: Process accounts payable and accounts receivable transactions, ensuring that invoices are paid on time and payments are received promptly.
• Bank Reconciliation: Reconcile bank statements with general ledger balances to ensure accuracy and identify any discrepancies.
• Financial Analysis: Assist in financial analysis activities to support decision-making, such as analyzing trends, costs, revenues, financial commitments, and obligations.
• Compliance and assistance in Audits: Ensure compliance with relevant financial regulations and standards, as well as company policies and procedures. Assist Executive Director in the preparation for annual financial audits conducted by external auditors.

Office & Business Management 

• Responsible for day-to-day business and administrative operations. Includes visitor resource fulfillment and monitoring requests from website and phone.
• Responsible for annual member renewal, dues/CSFcollection 
• Monthly management to member portals, as needed

Board Communication Liaison 

• Responsible for development and distribution of monthly Board of Directors Board Packets, including collecting reports and materials from agencies, marketing, executive director and guest speakers.
• Organize and set calendar appointments for BOD and Committee Meetings. 
• Manage BOD Meeting Minutes.

Member Account Maintenance

• Responsible for financial management of the Explore Whitefish membership database. This includes completing an annual audit of all member revenues and renewals
• Coordinate biweekly member newsletter content and distribution with Marketing Manager and Executive Director.
• Coordinate member Monthly Lodging & Market Reports. 
• Conduct annual audit of member newsletter, removing bounce back email addresses and updating CRM as needed.

CRM- Customer Relations Management System Administrator 

• Team lead on management of our CRM system, Simpleview. It is a user-friendly platform, training is available. 
• Provide training and support to staff as needed on CRM system usage and best practices.
• Stay up-to-date on CRM news by reading and attending news and seminars.

Job Requirements:

• Bachelor’s Degree from accredited college or university, ideally with accounting, finance, business administration or related field. 
• Proven experience in financial management, ideally five (5 ) years of experience in office and finance management.
• Strong understanding of accounting principles and practices.
• Proficiency in financial management software, ideally QuickBooks.
• Ideally some experience working with CRM systems; however not essential ie. Salesforce, SimpleView, Hubspot, Google Workspace, MS Teams.
• Excellent attention to detail - accuracy as well as candidate will possess analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team in a fast-paced environment.

Knowledge, Skills, & Abilities

• Ability to proficiently communicate in English, verbally and writing.
• Ability to work effectively with Board of Directors, stakeholders and partners.
• Ability to communicate clearly and effectively both verbally and in writing.
• Ability to develop clear and concise written reports, proposals, and presentations.
• Comfortable speaking before small groups - committees.
• Skill in utilizing a personal computer and associated software programs, including Google, Word Excel and PowerPoint.
• Compliance to non-disclosure financial agreement 

Physical Requirements

Physical requirements include occasional lifting/carrying of 10-15 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions.