Finance Associate – Accounts Payable

Division: Finance Administration  

Reports to: Senior Director of Finance    

Date: October 2024 

General Summary 
 

Under the supervision of the Senior Director of Finance and Operations, this position generates, processes, and maintains financial data in the organization’s financial software, ensuring the accounting records reflect the current financial position. The position also collaborates and communicates with internal and external parties to ensure campaign funds are accounted for and processed efficiently and accurately in the organization's fundraising database.   

Essential Functions 

Process Cash Disbursements (Accounts payable and other) 

Process all accounts payable, ensuring payment is accurate, supported by appropriate documentation, and approved. Prepare computer checks and electronic payments and mail them to vendors/agencies. 

Interface with vendors and answer payment, contract, and process questions. 

Manage vendor agreements. 

Review expense coding to ensure budget coding. 

Maintain Accounts Payable files. 

Prepare and maintain purchase orders. 

Review and reconcile monthly corporate credit card expenses 

Perform the processing of monthly accruals, amortization of prepaid expenses, fixed asset depreciation, and recording of adjusting and reclassification journal entries, if necessary 

Maintain vendor files including updated W-9 forms; prepare 1099 forms as needed.  

Answer accounting and financial questions by researching and interpreting data 

Protects the organization’s value by keeping information confidential. 

Manage Designation Processing 

Perform designation processing and make any changes required 

Manage Donor Choice Program 

Work to ensure write-in designations are appropriately vetted and necessary documentation received from agencies and United Ways. 

Prepare quarterly designation payouts and related communications for agencies and United Ways 

Communicate donor and designation information, including payment schedule, ePledge access information, Donor information, acknowledgment reporting, and important policy information to receiving agencies and United Ways 

Build and maintain relationships with individuals, corporate partners, and receiving agencies while serving as customer service liaison and working independently to resolve any issues  

Ensure that designation information is correctly reflected in fundraising software and on the general ledger. 

Provide support to RD staff, including reporting, payment information, and any other campaign-related questions. 

Essential Functions, Cont’d  

Account for Grants and Programs 

Work with the Director of Finance to ensure that financial activity associated with grants is accounted for correctly and following grant agreements. 

Prepare grant budget and prescribed reports for presentation to project directors, project boards, and steering committees. 

Prepare invoices as necessary and ensure that grant funds are drawn down in a timely manner. 

Ensure General Ledger accurately reflects grant activity, including appropriate classification of restrictions, if any.  

Maintain General Ledger Accounts 

Prepare journal entries to record agency activity and post them to the general ledger. 

Reconcile general ledger accounts in a timely and accurate manner.  

Other 

Provide support and analyses as may be required concerning financial audits performed by outside auditors. 

Prepare and post monthly and quarterly journal entries to allocate personnel costs, facilities costs, and overhead among divisions and programs. 

Prepare and post monthly investment activity 

Continue to improve and document processes that will increase efficiencies 

Maintain petty cash accounts and log all outgoing disbursements 

Monitor all vendor payment contracts to ensure all payments are made according to the agreement. 

Learn the other roles in the Finance team to provide backup support when necessary. 

Demonstrate UWSM’s Core Values in all internal and external interactions. 

Participate as a team member in Finance & Operations and organizational activities. 

Champion exceptional service both internally and externally. 

Perform other duties as organizational needs dictate. 

Education Requirements: 

Duties require completing a bachelor’s degree and at least one year of related experience, an Associate’s degree or foreign equivalent and at least three years of related experience, or an equivalent combination of education and experience. 
 
 

Preferred Skills and Experience 

Basic knowledge of bookkeeping, general accounting principles, and knowledge of accounts payable/receivable and financial reconciliation. 

Ability to work independently, manage multiple tasks, and meet project deadlines with a high degree of accuracy. 

Thorough knowledge of modern office practices, procedures, and equipment, including computers. 

Considerable knowledge of computer software programs and applications for financial management (including Excel). 

Strong attention to detail; ability to identify and implement improvements to operating systems. 

Excellent analytical and problem-solving skills. 

Strong communication skills, both verbal and written, with a professional presentation 

Non-profit finance experience preferred but not required.  

Ability to establish effective working relationships with and provide excellent customer service to staff, vendors, donors, payee agencies, and volunteers. 

Must be authorized to work in the United States. 

Supervisory Responsibility: 

None 

Work Environment: 

This job operates in a professional office environment. It routinely uses standard office equipment such as computers, phones, and photocopiers. 

Position Type/Expected Hours of Work: 

This position is 30 hours per week. 
The hours of operation are Monday through Friday, 8:30 a.m. to 5 p.m. During peak times, this position may require weekend work.  
 
At UWSM, we are focused on creating connections within the Southern Maine community.  
Our current hybrid model is focused on doing just that, requiring our team members to spend 8 hours per week creating connections. Examples of creating connections include office time, external meetings/gatherings, training, volunteer engagement events, and even a cup of coffee with an internal/external partner.    
 
Other Duties:  

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. In addition, duties, responsibilities, and activities may change at any time, with or without notice.   

Travel: 

Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected. Local travel in Southern Maine is expected as a routine function of volunteer project management during the business day with stakeholders.   
 
Why choose United Way of Southern Maine?  

Advancing the common good is about helping one person at a time and creating community change that benefits every community member. We are all connected and interdependent; we all win when a child succeeds in school, families are financially stable, and people are healthy. 

We have a staff of 45 dedicated employees to help us achieve our goals and fulfill our mission: To improve people’s lives by mobilizing the caring power of our community. To support the great work of our employees, we offer a total compensation package: salary, benefits, & brand.  

United Way of Southern Maine offers: 

Inclusive Health & Wellness Benefits 

Career Development 

Retirement Plan 

Sabbatical Program 

Expansive PTO Package 

Hybrid Work 

An incredible team 

United Way of Southern Maine is committed to seeking and sustaining a culturally and ethnically diverse environment and to the principles that promote inclusive practices. We are dedicated to building a diverse staff with expertise and interest in serving our communities and encouraging persons of all diversity types to apply. 

United Way of Southern Maine has identified a set of Core Values as our essential tenets. These define and describe who United Way of Southern Maine will endeavor to be in internal and external situations. 

At United Way of Southern Maine, we are: 

Community Centered 

Results Focused 

Intentionally Collaborative 

Committed to Excellence 

Leading with Integrity