Accounting Assistant

Job Description

Job Title: Accounting Assistant

Department: Finance

Reports to: Controller

Status: Full-Time

FLSA Classification: Non-Exempt

Mission:

United Way Fox Cities (UWFC) improves lives by bringing diverse people together to build a stronger, more caring community for everyone.

Values:

Whole Heart It, Show Up & Connect, Learn Together, Own It, Realize Possibilities

Summary:

The accounting assistant provides accounting and data entry services with the emphasis on daily accounts receivable, and accounts payable transactions. The accounting assistant processes transactions and maintains financial records of United Way Fox Cities, ensuring accuracy and integrity of accounting systems, supporting documentation, and financial statements.

Essential Duties/Responsibilities

Accounts Payable and Receivable:

• Perform accounts payable processes ensuring accuracy and adherence to policies, procedures, and controls, coding invoices to accounts and programs, obtaining approvals, and paying on time.
• Maintain systems necessary for accurate distribution of grants and designations.
• Process pledge and payment transactions, ensuring proper application of payments to outstanding receivable balances.
• Prepare bank deposits.
• Analyze accounts receivable for past due accounts and transactions that require further investigation or adjustments.
• Prepare and send direct billing statements to individuals and organizations and track payments.
• Perform account reconciliations by investigating and resolving discrepancies.
• Assist with budgeting and reporting functions related to grants and fiscal sponsorships.

Monthly and Yearly Closing Process:

• Apply accounting principles and techniques to systematically record and present financial data. Ensure that accounting transactions are recorded and reported accurately and in a timely fashion.
• Perform journalizing entries and post cash receipts, cash disbursements, accounts payable, accounts receivable, and general journal entries in accordance with accounting policies and procedures.
• Prepare the month end close journal entries for responsible areas.
• Prepare account reconciliations, investigate discrepancies, and perform variance analysis.
• Maintain organized, accurate and complete accounting records.
• Assist with account analysis, as needed.
• Assist with preparation of monthly financial reports on a timely basis.
• Coordinate financial record retention and destruction.
• Participate in completion of surveys & statistical reports.
• Assist with annual budget processes.
• Create reports using Excel and accounting software as needed.

Annual Campaign:

• Process pledges receivable including receipting, posting, invoicing, and statement preparation.
• Ensure designations are properly recorded.
• Work with the Resource Development team to monitor campaign performance and projections for monthly financial statements.
• Maintain donor profile information.
• Respond to donor inquiries as needed.

Audits:

• Assist with annual audit, reporting, and other projects, as assigned in preparation of audit work schedules.
• Provide supporting documentation for audited transactions.
• Respond to outside agency audit information requests.
• Comply with internal controls to ensure fiscal integrity.
• Maintain appropriate financial and accounting files.
• Perform duties related to other financial audits.

Education and Experience:

• An associate or bachelor’s degree in accounting preferred.
• Non-profit fund accounting experience preferred.
• Experience working with CRM software preferred but not required.

Required Skills/Abilities:

• High attention to detail and accuracy.
• Excellent computer skills with an emphasis on Excel.
• Organized and proactive.
• Effective communicator with all levels of staff, customers, and vendors.
• Ability to learn new skills and adapt to a changing environment.
• Time management and multi-tasking.
• Process improvement, creative and analytical problem-solving.
• Strong connection to United Way’s vision, mission, values, and intentional behaviors with a positive ‘can-do’ attitude.

This job description describes the general nature and scope of responsibilities for this position. Please note other duties and responsibilities may be assigned or removed at any time with or without notice.

Work Environment:

Work is primarily performed on site in an office environment. This position requires regular movement inside the office to access filing cabinets, office machinery, etc. Attendance at meetings outside of the office is occasionally necessary. The position also includes remaining in a stationary position a portion of the time, either standing or sitting, and occasional lifting of up to 20 pounds. There may be exposure to repetitive work on the computer. Evening and weekend hours may be required.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.