Accounting Support:

• Responsible for all activities related to accounts payable
  • Reconciles vendor statements with project managers and independently resolves issues
  • Verifies accuracy of documentation and balances
  • Codes and completes data entry of vendor invoices to ensure timely payments and accurate database records
  • Maintains electronic vendor and fund files
  • Manages credit card payments and reconciliation
• Responsible for all activities related to accounts receivable
  • Prepares invoices when necessary
  • Regularly deposits and reconciles revenues
  • Creates deposit till records for incoming checks, cash, and EFT’s
  • Directs income to correct internal funds and codes in database
  • Assesses cost recovery and administrative fees on income as applicable
  • Works with development team to ensure accurate and timely tracking and acknowledgment of donations using the accounting system
• Prepares quarterly financial statements for project managers (includes internal staff, municipal staff, grantees, and fiscal sponsors)
• Responds to funder, vendor, and internal requests for accounting information 
• Presents accounting reports at request, including recommendations
• Assists Executive Director in preparation of annual budgets
• Maintains and prepares for year-end reporting; works with CPA quarterly and year-end

Grant Administration Support:

• Works with project and program managers to prepare and track grant budgets
• Ensures compliance with reporting, documentation, and financial requirements for complex grants from a variety of funders; including state and federal grants
• Completes grant draw-downs and payment requests from foundation and government systems
• Assists in preparing grant requests by providing historical and projected budgets
• Develops and maintains relationships with grant administrators and other funders
• Assists staff in managing grants APF awards to community groups

Office Management:

• Assists Executive Director with administrative tasks upon request
• Serves as Board of Directors support; keep meeting minutes
• Completes annual insurance renewals; maintains insurance records and COI’s
• Reviews contracts of varying complexity
• Maintains office equipment and supplies
• Keeps conference room equipment up to date and effective
• Maintains files and reports according to document retention policy
• Collects biweekly timesheets, tracks staff hours by project budget, and submits to payroll software (BambooHR)
• Coordinates payroll reports and completes batch upload to accounting system
• Coordinates taxes and other compliance using BambooHR software, including annual 1099s

Program Support

Provides support to program areas, which may include organizing and attending community events, coalition meetings, data entry, youth programs, volunteer coordination and event support.