Financial Administrative Assistant

Initial need is for 3 half days likely Tues, Wed, Thurs but can be flexible given the availability of workspace.  Daily work encompasses but is not limited to the following. 

Sorting/separating daily inbound mail put in mail slot or dropped off at office:

• Paper Invoices/statements


• Contribution gifts/other income


• Requests for Payments

Managing emails:

• Printing invoices/statements sent by email for processing


• Vendor Notifications with website links to print out invoices/statements for processing


• Emails forwarded by Financial Clerk


• Acting on alerts and important notices received

Website:

• Visiting websites to obtain invoices/statements


• Maintaining accurate and current signons and passwords for invoice retrieval and payments

Stamping/preparing/processing:

• Invoices


• Statements


• Direct Payments


• Requests for Payment

Coordinating/scheduling:

• dual signatures for checks


• signatures for Acknowledgement Letters


• approvals for Direct Payments, journal entries, corrections

Church Management System (Realm):

• Setting up and scheduling invoices for payment


• Activating/maintaining Recurring Payments


• Recording Direct Payments

Assist with Credit Card management for staff: 

• Visa (paper process)


• Center (digital technology)

Correspondences and mailings to send out:

• Problems encountered from donations


• First time givers thank you notes


• Memorial thank you notes


• Assist in Quarterly Non-Deductible letters and mailings


• Assist in Annual Giving Statement preparation and distribution

Form handling as needed:

• W9s requests and distribution, cataloging


• W4s & WH4s (payroll)


• NP1 requests, distribution, cataloging (tax exempt)


• Assist in distribution of spreadsheets, reports, materials

Filing:

• Vendor invoices/statements (monthly/annually)


• Employee benefits (monthly/annually)

Scheduled/unscheduled Trips to Post Office, local bank, local office supply as necessary.