Posted on: May 9, 2022
PURPOSE OF POSITION: Under the direction and supervision of the
Finance/HR Associate and Finance/HR Manager the Finance/HR
Assistant will assist with the day-to-day operations of the Finance
and Human Resources Department with the processing of payroll and
benefits. Responsible for accounts payable, purchasing, processing
cash remittances, and other duties as assigned. This position will
be responsible for maintaining confidential information. DUTIES
INCLUDE: A. Purchasing/Accounts Payable A1. Prepare purchase orders
and personal service contracts for departments as needed. A2.
Ensure all invoices have been coded to the appropriate account and
project, and approved according to policy. A3. Ensure timely
payments for approved invoices and produce checks within payment
terms. A4. Prepare weekly cash disbursements journal for approval
by Director or Director of Finance. A5. Review incoming vendor
statements for accuracy and ensure all vendor problems are resolved
in a timely manner. A6. Ensure vendor files are up-to-date
(includes 1099 vendors) and maintain vendor W-9 files. A7. Create
and monitor required records for 1099 reporting on an annual basis.
Prepare required government reporting for 1099 activity. A8.
Maintain filing system for purchase orders, personal service
contracts, and paid invoices. A9. Track and reconcile employee
credit card charges. A10. Maintain and purchase office supplies as
requested/needed. B. Process Cash Remittance Forms from all
departments B1. Count, verify and process money received from all
departments including store, cafe and admissions, gifts/
contributions, memberships, website sales, and wholesale sales. B2.
Investigate any discrepancies with the proper department. Establish
policies/procedures to reduce discrepancies in the future. C. Other
Finance Responsibilities C1.Post journal entries in Blackbaud
Accounting System maintaining sufficient detail to substantiate all
entries. Entries include, but not limited to :daily cash
remittances, deposits, credit card fee allocation, and store
shipping adjustments. C2. Monthly reconciliation of miscellaneous
deposits. C3. During open season monitor and maintain cash on-hand
according to pre-established limits. Make recommendations to
supervisor if the limits should be changed. C4. Process change for
retail/admissions/cafe operations on a daily basis during open
season. C5. Maintain petty cash fund and reconcile monthly. C6.
Prepare and monitor accounts receivable billings for all
departments except the Museum store. C7. Provide administrative and
clerical support to the Director of Finance & Operations and the
Finance Associate including but not limited to typing, faxing,
copying, filing, etc. C8. Assist with annual audits as requested.
C9. Prepare matching gift forms and submit for payment. C10. Assist
in documenting accounts payable processes and procedures. C11.
Other duties as assigned on an as needed basis to assist Finance
Associate and Director of Finance in day-to-day operation of the
Finance Office. D. Assist with the processing of payroll for all
museum employees. D1. Prepare biweekly payroll for processing.
Working with Human Resources Mgr., submit to outside payroll vendor
for processing. D2. Prepare and update worksheets to summarize
hours and wages for departments. D3. Assist the HR Manager in
preparing and reconciling the salary portion of the budget. D4.
Update Leave Accruals on a quarterly basis by reviewing all
year-round time sheets, calculating and coding all absences,
entering data on individual employee Leave Accrual forms, and
distributing summaries to employees and supervisors. Prepare
year-end balance report. D5. Assist with the processing of annual
raises and adjustments triggered by salary changes; prepare Salary
& Benefit Statements; calculate new benefit deductions for payroll.
D6. Assist with other payroll related tasks as requested. E.
Provide administrative assistance to the Human Resources
Department. E1. Assist with onboarding seasonal employees. Send,
monitor and file hire letters and required tax forms. E2. Manage
Reciprocal Agreement Program. E3. Research and purchase uniforms
for seasonal and year round employees E4. Provide administrative
support including typing, proofreading, filing, photocopying,
etc.E5. Assist with recruitment efforts as needed. E6. Assist
Finance/HR Manager with the planning and implementation of employee
relations activities. E7. Assist with COBRA billing including
sending invoices and processing payments. E8. Monitor HR Dept.
Email SKILL REQUIREMENTS: 1. Experience with automated accounting
system required. Familiarity with Blackbaud Accounting and Paychex
Flex software a plus. Must be proficient in Microsoft Excel, Word
and Outlook. 2. Bachelors degree in Accounting or a minimum of
three years experience in accounts payable. 3. Attention to detail
and a high level of accuracy are important. 4. Excellent written
and verbal communication skills. 5. Strong planning and time
management skills. 6. Must be able to maintain confidential
Keywords: Jobot, Manchester , Financial Assistant, Accounting, Auditing , Manchester, New Hampshire
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