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Financial Assistant

Company: Jobot
Location: Manchester
Posted on: May 9, 2022

Job Description:

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 Jobble

Keywords: Jobot, Manchester , Financial Assistant, Accounting, Auditing , Manchester, New Hampshire

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