Finance Administrator/Office Manager

Background

The Shoong Family Chinese Cultural Center is a non-profit institution established over seventy years ago to provide youths around the Bay Area with the opportunity to learn the Chinese language and culture. The Center helps develop the youth of the community by providing language, cultural, and community education to the participants. The Center provides traditional Chinese language classes (both Mandarin and Cantonese) during weekdays and weekends. The grades for the classes range from Kindergarten through 9th grade. The school has over 700 students on an annual basis and is one of the oldest well established Chinese schools in the Bay Area.

Financial Administrator/Office Manager

Our non-profit organization seeks an efficient and detail-oriented individual to serve as Financial Administrator/Office Manager. The individual is responsible for maintaining the bookkeeping and tracking finance related matters for the center. They will be tracking expenses and revenues using spreadsheets and accounting software (Quickbooks), issuing all checks and paying all invoices. They will work with our accounting service to execute payroll process and file appropriate taxes. They will manage the office matters including dealing with external inspectors, contractors and workers. They will also manage the day-to-day transactions with the donation process and ensure that donors are kept informed of the details of the process.

In this administrative position, you will be working closely with the Center’s administration office staff to maintain the accounting and financial matters in good order. You will need to work with the teaching staff to collect the tuition payments and issue their paychecks. You will need to interact with students’ parents to process registrations and handle tuition payments. You will need to process online transactions from the website and integrate payments from online payment system (Stripe). To be successful in this role, you should have a solid experience with basic accounting, bookkeeping experience for a business entity, interpersonal skills and an ability to communicate effectively in English and Chinese (written and verbal formats).

Education Requirements and Experience:

· Bachelors degree in business, accounting or related experience

· 2-3 years of bookkeeping administrative experience

· Able to communicate verbally and in written format using English and Chinese (Cantonese would be preferred)

· Experience using word processing (Word), spreadsheet (Excel) and accounting software (e.g. Quickbooks)

· Experience with using the Internet and informational websites

· Ability to input Chinese characters into computer software applications

· Preferred experience with Salesforce CRM system

Essential Duties and Responsibilities

Bookkeeping & Accounting

· Responsible for handling all bookkeeping and accounting/finance related matters for the Center.

· Prepare financial activities calendar to manage deadlines and work items.

· Process all incoming invoices, issue checks and track all expenses.

· Utilize Quickbooks software to maintain finance transaction journal and track all transactions.

· Handle all interactions with the bank, including deposits, withdrawals and fund transfers.

· Provide monthly checking reconciliation to keep account up to date.

· Plan for required funding for pay periods and execute necessary fund transfers

· Process payroll twice a month including preparation of payroll report and working with accountants to issue paychecks.

· Work with accountants to resolve any issues with EDD, payroll and associated taxes.

Accounts Payable & Receivable

· Issue invoices and accept payments by external parties for services rendered by the Center.

· Deal with vendors to procure the appropriate supplies (office, school, printing and cleaning).

· Process incoming invoices and issue checks for payments on a timely basis.

Financial Reporting

· Provide monthly financial reports to the Director on a timely basis.

· Collect financial documents for the accountant to file income taxes.

Student Tuition & Registration

· Process student registration forms and deposit checks to the bank.

· Process online payments and manage transactions with online payment system (Stripe).

· Handle incoming inquiry calls regarding the Center and aid parents on registration process.

· Interact with students’ parents for new student registrations and handle payment issues.

· Use Salesforce system to track student registration transactions and enrollment data.

· Send electronic emails out through Salesforce to notify parents of students’ registration status.

Donation Process

· Manage operations of donation process including interacting and building relationships with donors

· Answer pertinent detailed questions about donation process and provide critical financial details to donors

· Track donations using Salesforce and produce regular reports on progress.

Office Administration

· Maintain other administrative documents in an efficient filing system for easy access.

· Procure necessary supplies for the Center’s use.

· Assist in other administrative matters at the administration office including producing notices and reports.

Regulatory Reporting

· Ensure that Center has filed proper paperwork with various regulatory agencies for compliance on a timely basis.

· Maintain important documents related to fire prevention and other regulations to support regular inspections.

· Provide accountant with appropriate documentation for filing payroll taxes, income taxes and property taxes.

Communications

· Maintain excellent communication with the Center's Executive Director and Board officers in relation to the financial status.

· Help respond to the Center’s website inquiries to keep visitors informed.

· Handle all inquiries to the Center from external parties in a professional and clear manner.

· Manage interactions with inspectors, contractors, janitorial service, and other external personnel

Required Skills

· At least 2 years of experience working with Quickbooks or similar accounting systems

· Strong preference of experience working with Salesforce system

· Solid knowledge of accounting principles and process

· Excellent communications skills and ability to interact with all Center’s stakeholders

· Fluent in English (written and verbal)

· Conversational fluency in Chinese (Cantonese preferred)

· Strong working experience with Microsoft Excel and Word applications

· Detailed oriented and efficient in office administration work

· Ability to manage small office projects and meet deadlines