Accounting Clerk

Description

ABOUT TCF

Toward the end of 1998, several charitably minded leaders came together to help create Tulsa Community Foundation (TCF), a tax-exempt public charity organized to receive, administer, and distribute gifts from individuals and organizations for the improvement of the Tulsa and Eastern Oklahoma area. TCF is a collection of many charitable funds varying in size from $5,000 to multiple millions of dollars. Each fund has its own identity and benefits from being invested with other funds to create a lasting community resource. Currently, TCF manages over $4.4 billion among over 800 individual philanthropic funds. TCF staff members work daily with nonprofit agencies, corporations, individuals, government officials, and community leaders to provide superior service to the citizens of Tulsa and eastern Oklahoma, as well as to increase the charitable dollars contributed to our community.

POSITION SUMMARY

The Accounting Clerk plays a crucial role in maintaining financial records and ensuring the smooth operation of the accounting department. This position involves a combination of administrative tasks, data entry, and basic financial analysis. The Accounting Clerk will work closely with the finance team, providing essential support in processing invoices, reconciling account, and assisting in This position requires the ability to handle Accounts Payable, Accounts Receivable and Cash Receipt transactions for multiple not-for-profit organizations. The successful candidate will be responsible for day-to-day accounting such as journal entries, processing invoices, bank account reconciliations, and bank deposits. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Data Entry and Record Keeping

• Input financial data into accounting software with accuracy.
• Maintain organized, accurate, and up-to date financial records and files.
• Assist in the preparation of accounts payable and accounts receivable related reports and statements.

Accounts Payable

• Process invoices for payment, obtain necessary approvals and supporting documentation, accurately code to entity and general ledger accounts, and maintain timely payment schedules 
• Input data (vendor information, invoice detail, etc.) into accounting software to prepare payables.
• Export queries for reporting / transfer purposes.
• Prepare checks and electronic payments, and process positive pay uploads as necessary
• Assist in the filing of 1099s, audits, and other tax filings as needed
• Monitor the email inboxes associated with affiliated non-profit entities, responding to inquiries and routing correspondence to appropriate accounting staff or processing as needed.
• Perform required TIN match on all accounts payable vendors where a W-9 is required.
• Maintain records of invoices, approvals, W-9 forms, contracts, and TIN verification results in accordance with company policy.
• Ensure IRS compliance with TIN matching requirements, and follow-up with vendors and programs for missing or incomplete W-9 documentation.

Cash Receipts & Contributions

• Assist in the recording and depositing of non-contribution-related checks as needed.

Expense Reports/Corporate Card Transactions

• Verify appropriate supporting documentation is available for each transaction 
• Ensure proper coding to entities and general ledger accounts
• Confirm required approvals are obtained per company policy
• Identify and resolve discrepancies or policy violations

Compliance and Reporting

• Ensure compliance practices are in line with internal control policies.
• Generate and distribute informational reports as required.
• Assist Supervisor and Controller with monthly and year-end closing processes, including Form 1099 filings.
• Support annual audit preparation.

Miscellaneous Tasks

General Administrative Support

• Manage departmental mail distribution
• Monitor the TCF Accounting email inbox, responding to inquiries and routing correspondence to appropriate accounting staff as needed
• Assist with special projects and tasks as assigned.

QUALIFICATIONS AND SPECIFICATIONS

Education & Experience

• Bachelor’s degree in accounting and/or finance
• 2+ years of recent accounts payable and/or bookkeeping experience
• Accounting experience at not-for-profit organizations preferred

Competencies, Skills, and Abilities

• Proficient with Microsoft Office Suite (specifically Excel, must be able to use basic formulas)
• Experience with Quic