Finance Administrator

Department:

Operations

FLSA Status:

Non-Exempt

Reports To:

Finance Coordinator

Physical Strength:

Light

Summary

This position is responsible for processing financial data, accounts receivable (A/R), accounts payable (A/P), and other data management function by performing the following duties.

Essential Duties

1. Processes donations and donor pledges (accounts receivable), vendor invoices and payments (accounts payable), wire transfers, database notes, contact/vendor notes, etc.
2. Manages donor data by analyzing and moving funds between pledges, resolving errors, updating donor contact information and records. 
3. Prepares analysis and reports to reconcile various sources of revenue, and various donation platforms such as Managed Missions, BetterUnite, PayPal, Benevity, and others.
4. Prepares donation receipts for non-standard donations such as: donations of securities, non-cash donations, distributions from tax-advantaged accounts (IRA, donor-advised funds, etc.)
5. Monitors daily reports to uncover and resolve database errors.

Job Duties

• Deposits checks electronically and posts donations to databases (cash and non-cash) from various sources as directed by Finance Coordinator.
• Reconciles donations and refunds between database, accounting information system (AIS) and other systems, and prepares reports for review by Finance Coordinator..
• Corrects, reassigns and updates donations and donor balances, reverses transactions to refund a donation (our errors, or when donor double-pays by accident).
• Records Regular and Special Wire transfers in AIS.
• Records vendor invoices in AIS and prepares checks for payment..
• Records cash disbursements (ACH transfers, automatic drafts, etc.) in accounting system.
• Composes general business letters, Gift-in-Kind letters, customized receipts, and emails.
• Manages inbound and outbound telephone calls, emails, and mail specific to the position.
• Serves as the point of contact for inquiries about employer matching, non-sponsorship donations, and one-time donations.
• Trains and oversees finance volunteers for processing donations, and special projects.
• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation.
• Respectfully takes direction from Finance Coordinator.
• Other duties as assigned.

Supervisory Responsibilities

This position has no supervisory responsibilities. 

Qualifications

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• Attention to Detail and accuracy in data input
• Knowledge of basic accounting activities and terminology
• Good communication and interpersonal skills
• Problem solving ability
• Good time management
• Good organizational skills
• Ability to work independently
• Experience using Microsoft Office suite
• Experience with financial record keeping
• Digital literacy and understanding of data privacy issues

Education & Experience

Associate’s degree in business, finance, accounting, or a related field, and 1 to 3 year(s) related experience and/or equivalent combination of education and experience. Experience in customer service, data entry and/or accounts payable/receivable is preferred. 

Certificates, Licenses and/or Registrations

This position does not require any certificates, licenses, or registrations.

Travel Requirement

This position may require occasional travel (5% of the position).

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.  

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Computer Skills

Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve/backup important data.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. 

While performing the duties of this job, the employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl, and exposed to work near moving mechanical parts. The employee is regularly required to reach with hands and arms. The employee is frequently required to sit, use hands and fingers to type or dial, and talk or hear. 

The employee must occasionally lift and/or move up to 25 pounds. This position requires frequent computer use. Specific vision abilities required by this job include close vision, color vision, distance vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually moderate.