What are the responsibilities and job description for the ACCOUNTING ASSOCIATE position at Boys and Girls Country of Houston, Inc?
Organization
Boys and Girls Country’s mission is to change the lives of children from families in crisis by loving and nurturing them in a Christian home, raising them to become self-sustaining and contributing adults. Boys and Girls Country provides a loving, stable, Christian home for children whose family cannot care for them.
Boys and Girls Country serves up to 88 boys and girls aged five to eighteen and 14-20 young adults in our College and Career program. Boys and Girls Country is located 35 miles northwest of Houston. Its website address is www.boysandgirlscountry.org.
Position Summary
The Accounting Assistant is responsible for processing payments to vendors and others, preparing and processing payroll, processing bank deposits, disbursing petty cash and maintaining the petty cash fund, maintaining Financial Services Department records and related activities.
Roles and Responsibilities
- Enters vendor invoices into the accounting software program (description, amount and general ledger account(s)).
- Maintains files of credit card receipts for American Express and Visa cards, reconciles statements and enters into the accounting software program for payment.
- Obtains approvals for all payments from Management Team members and others, as required.
- Prints Accounts Payable aging and submits to Chief Financial Officer along with unpaid invoices for selection of invoices to be paid.
- Prints checks and prepares check packages for signing.
- Receives signed checks, arranges for mailing or distribution and files check packages in the Vendor File.
- Updates Vendor Master File in the accounting program, when necessary.
- Obtains IRS Forms W-9 from vendors, when required and enters the information in the accounting program.
- Prepares IRS Forms 1099 in January, as required, and mails them to vendors after review and approval.
- Monitors blank check stock and orders more when necessary.
- Collects bi-weekly payroll information, including attendance reports, time sheets, approved time-off requests, approved payroll change forms, etc.
- Enters data into payroll service website and prints a preview report for review by the Chief Financial Officer.
- Updates Attendance Reports for each payroll.
- Maintains payroll record files.
- Makes daily deposits of checks received using bank scanner.
- Takes deposits that cannot be processed using the scanner to the Bank (large amounts of cash or special checks).
- Matches Cottage Debit Card receipts to monthly statements and files.
- Issues receipts for cash or gift card receipts.
- Maintains Petty Cash Fund and each week reconciles and prepares a request for reimbursement.
- Cashes reimbursement check to replenish the cash on hand.
- Prepares and distributes petty cash and gift card disbursements.
- Creates current and savings accounts for each new resident.
- Maintains monthly resident allowance recurring journal entry by entering changes for new and departing residents.
- Posts updated PDF copies of the Cottage and Resident Accounts to the Financial Services Directory in the Shared Drive. (Deletes prior versions.)
- Assists with annual financial audit, as required.
- Maintains Department files.
Qualifications:
- Must be cleared through a criminal background and FBI finger print investigation.
- All staff who have contact with students must be tested for tuberculosis before the staff is assigned a responsibility to care for students
- Must attend Boys and Girls Country orientation and pre-service training.
- Minimum 5 years’ experience in accounting and bookkeeping.
- Prior experience with a non-profit organization preferred.
- Experience with Sage Intacct and Sage 50 preferred
- Excellent time management and organizational skills.
- High School Diploma.
- Excellent Computer skills, including Microsoft Office, Word, Excel and accounting software programs.
- Excellent verbal and written communication skills
- Ability to present information concisely and effectively, both verbally and in writing
- Ability to organize and prioritize work
- Ability to work independently with little supervision