Accounts Payable & Donation Processing Assistant

Description

Position Summary:

As a Part-Time member of the Accounting Team, the Accounts Payable & Donation Processing Assistant runs the Accounts Payable processes, and also serves as a backup for the Donation Processing function. This job will require 20 - 24 hours per week, in office.

Essential Duties:

• Manage multiple projects and tasks, prioritize responsibilities, and carry them through to completion by established deadlines. 
• Receive vendor invoices and route them to appropriate management for payment approval.
• Enter vendor invoices in the expense management system with accurate account coding and due dates.
• Process payment of approved invoices by check or electronic transfer.
• Assist the Senior Accountant in processing 1099 forms for vendors at year-end.
• Assist the Senior Accountant with vendor record-keeping: contracts, W-9 forms, etc.
• Support the Donation Processing Assistant as back up for high volume seasons and PTO.
• Donation Processing involves creating check deposits; processing online contributions; accurate data entry of the donation in our donor database; and timely sending of appropriate receipts to the donors.
• Assist the Donation Processing Assistant with donor communication: answering incoming phone calls; responding to donor emails; making follow-up donor contact when needed for declined or expired account numbers.
• Assist the Accounting Team and the organization with other projects as requested
• Update the role’s Procedures Manual consistently with current best practices
• Take initiative to notice and propose ways to improve accounting or data entry processes
• Meet physical demands and perform the essential job functions within the work environment identified in this job description. 
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Requirements

Supervisory Responsibilities:

• None

Education & Experience Requirements:

• High School Diploma required, Associate’s Degree preferred
• Two years bookkeeping or accounts-payable experience preferred

Skills & Knowledge Required:

• A positive, team-first attitude and a commitment to working collaboratively to discover, analyze, and solve problems
• Strong skills in sensitive customer service, listening, and clear communication for frequent phone and written contact with donors, to discuss financial matters tactfully and to resolve donor issues amicably
• Strong organizational skills and significant attention to detail resulting in a high degree of accuracy with numbers and data entry
• Strong computer skills, including a working knowledge of Microsoft Office, especially: Word, Excel, Outlook, and the ability to learn our custom donor database programs (Prior experience with either DonorDirect or Blackbaud is a plus)
• Self-motivation, initiative, independence, creativity and critical thinking skills 
• Ability and willingness to maintain confidentiality 
• Alignment with the driving mission/vision/core values of Kids Alive International, the Bible, Christian theology, faith, and practice
• Ability and willingness to occasionally travel for training 

Physical Demands and Work Environment:

• The physical demands and work environment characteristics described here are representative of those that must be met by the selected candidate to successfully perform the essential functions of this job. 
• Physical Demands: 
• Remain in a stationary position for extended periods of time and be able to move about inside the office to access file cabinets, office machinery, etc. 
• Perform his/her job functions for durations of time exceeding the typical workday.
• Operate a computer and other office productivity machinery and technology, such as a calculator, copy machine and computer printer and must have the ability to use hands to handle, control or feel objects or controls and reach with hands and arms.
• Constantly communicate and exchange correct information with team members, partners, and other stakeholders effectively.
• Read/comprehend, communicate clearly orally and in writing, reasoning and analytical abilities, and mental flexibility.
• Move objects up to 30 pounds.
• Occasionally climb stairs, bend, squat, kneel, crouch, and reach above shoulder to access materials and/or documentation.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus to compare and distinguish accounting and administrative data. 
• Hear