Full Charge Staff Accountant / Financial Officer

Position Summary

The Accountant is responsible for the day to day financial operations of the Association, including the maintenance of accounts and financial statements and projections. The Accountant ensures compliance with the office’s financial policies and procedures and assists in the annual budgeting, audits, and financial registrations and reports of the Association. This position is required to work directly with member groups and service providers and individuals to build and maintain relationships and strive for high levels of customer satisfaction. Generally 30 to 33 hours/week. Travel once per year to annual convention. Need to work one night per year at annual awards program event.

Job Description

The following tasks, duties and responsibilities are the essential functions of this job:

• Work with Executive Director to develop, forecast, monitor and analyze the annual Association budgets

• Receive invoices daily, post to general ledger

• Prepare and mail checks weekly for payment

• Receive and post payments (cash and credit cards) to general ledger daily

• Process and record payroll bi-monthly

• Process and record 401(k) contributions bi-monthly

• Reconcile pooled 401(k) accounts bi-monthly

• Web advertising billing (monthly)

• Reconcile bank statements

• Reconcile investment accounts

• Reconcile asset and liability accounts

• Prepare financial statements

• Prepare financial statement analyses

• Prepare cash flows

• Update billing records and data base as needed

• Provide any additional information or reports requested by Executive Director

• Group Membership Billing

• Other Quarterly Billings (i.e., endorsements)

• Reconcile employee 401(k) account balances and prepare individual statements for staff

• Past Due Invoice Statements Mailed

• Coordinate with firm filing state charitable registrations by completing requested forms and preparing checks for payment

• Reconcile/Review quarterly payroll tax returns (state and federal)

• Data Confirmation Form Mailing to Group Members

• Prepare NAPO Voter Book for Convention

• Reconcile/Review W-2 and W-3 forms

• Prepare 1096 Tax Forms

• Responsible for providing all “testing” selection back-up for annual outside audit

• Review audited financial statements along with Executive Director before finalizing

• Responsible for providing all information needed by accounting firm to file 990 tax returns

• Review 990 Tax Returns along with Executive Director before finalizing

• Maintain personnel files

• Coordinate with Director of Events reconciling TOP COP Awards Program tickets and payments and assist during event

• Coordinate with Director of Events reconciling all payments for our event registrants and sponsors

• Coordinate with pension firm and provide information needed to file Forms 5500 and 8955

• Review 401(k) tax forms 5500 and 8955 and also annual employee census reports before finalizing

• Administer NAPO salary and wage adjustments and benefits for NAPO staff

• Administers payroll and 401k contributions

• Handles all billing and accounts payable/receivable

• Reconciles monthly bank, investment and 401k statements

• Prepares monthly P&L and Balance sheets for NAPO and two sister organizations, including monthly reconciliation of all asset and liability accounts for Executive Director

• Prepares monthly cash flow reports and projections

• Coordinates and works with outside CPA firms on annual audit, 990s and state direct mail filings

• Prepares 1099 forms for independent contractors such as TOP COPS producers

• Assists in DOJ grant applications and reporting.

• Keeps track of office postage and petty cash

• Monitors copier usage per contract

• With General Counsel, monitors compliance with contracts for computers, postage machine, postage scale and copier

• Manages databases and billing for individual and group members

• Prepares checks for signature.

• With Executive Director, confirms accuracy of bills received

• Processes and mails payments and checks

• Works with direct mail company to reconcile direct mail earnings and donations with bank statements

• Prepares financial statements and year-to-year comparisons for programs such as TOP COPS, conventions and seminars

• Orders office supplies

• Coordinates tasks of office janitorial company and handles their billing and supplies charges

• Meets with bank staff periodically regarding accounts and services

Requirements and helpful experience:

1. Bachelor’s degree in accounting or equivalent work experience; with experience in QuickBooks.

2. Maintain accurate financial records and prepare monthly financial statements.

3. Analyze Financial Statements with comparisons to budget and previous year. Provides cash flow analysis and forecasts to management.

4. Manages A/P, A/R, Payroll, General Ledger, Reconciliations, Retirement accounts (401(k)).

5. Prepares annual budgets for NAPO and two sister 501(c)(3) organizations.

6. Familiar with Grant Reporting with federal agency (DOJ).

7. Familiar with non-profit fund accounting.

8. Familiar with IRS tax form 990.

9. Work closely and efficiently with outside audit firm.

10. Efficiency in Excel

11. Ability to present financial information to board of directors.

12. Experience with contracts and billing with event venues, hotels, and food and beverage providers.

13. Traits needed: strong analytical skills, communication skills, detailed-oriented.