Major Position Requirements
Understanding and awareness of job requirements, including the need to request assistance and/or clarification when needed.
Proactive approach to managing daily tasks, showing initiative in pre-planning and organization to meet deadlines.
Thoughtful consideration and analysis of current procedures, seeking innovations that improve efficiency and accuracy.
Understanding when to escalate issues to higher level of authority.
Understanding of and compliance with internal control policies.
Ability to delegate tasks to others, providing training and supervision to ensure quality outcomes.
Essential Functions of the Position
a. Receive, review, code, scan, and record invoices and other payment/reimbursement requests in accounting software.
b. Match invoices/packing slips with approved purchase orders.
c. Obtain approval to pay as needed according to Approval Matrix.
d. Prepare payable checks for signature and assemble signed checks and payable vouchers for mailing.
e. Maintain vendor records in accounting software.
f. Maintain online access to vendor accounts.
g. Reconcile A/P journal to General Ledger monthly; analyze discrepancies and outstanding balances. h. Recognize and research past due / unpaid invoices, including late fees and interest.
i. Organize and maintain current and archived vendor files.
j. Obtain Form W-9 from vendors as needed.
k. Prepare Forms 1099 at year-end.
l. Update Standard Operating Procedures as needed.
m. Assist and train other personnel with correct coding of invoices, credit card charges and reimbursement requests.
n. Perform research as directed by supervisor.
a. Receive, review, code, scan, and record daily deposits from all locations in accounting software.
b. Deposit payments by check remotely to bank account daily.
c. Deposit incoming cash to bank in person at least once per week.
d. Safeguard negotiable assets by securing in locked safe until deposited.
e. Recognize and research discrepancies between reported daily income and actual receipts.
f. Supervise daily receipt processing by other individuals/departments, including training as needed.
g. Monitor status & condition of cash registers at all locations; train personnel on equipment as needed.
h. Update Standard Operating Procedures as needed.
i. Organize and maintain current and archived daily deposit files.
j. Perform research as directed by supervisor.
a. Review set up of new employees in payroll software as recorded by HR Manager.
b. Review payroll records for changes in wages/salaries, exemptions, insurance coverage, job/location transfers, etc. and update in software as needed.
c. Prepare weekly payroll for approval according to Standard Operating Procedures, including reconciliation of payroll summary to federal withholding, Social Security and
Medicare taxes, unemployment, and workers compensation payments, employee benefits, and paid time off.
d. Prepare manual checks from payroll account as needed.
e. Reconcile payroll software reports to accounting software monthly; recognize and research discrepancies.
f. Update Standard Operating Procedures as needed.
g. Maintain current and archived payroll files in secured location.
a. Maintain and distribute office supplies from inventory for the organization, including ordering supplies on request or as needed.
b. Seek opportunities to expand proficiency with all software required for position and understanding of accounting principals and procedures.
c. Maintain organized work space, including scanning & filing accounting records.
d. Protect organization’s value by guarding confidentiality of accounting information.
e. Comply with employee work policies as presented in Employee Handbook.
Knowledge, Skill, and Abilities Needed to Perform the Essential Functions of this
High school diploma or equivalent; college coursework in accounting preferred.
Five (5) years of progressive experience in an accounting environment or an equivalent combination of education and experience.
General knowledge of computers, Windows software, and peripherals.
Proficiency with Blackbaud Financial Edge NXT, Quickbooks Desktop, or similar accounting software from major vendors.
Proficiency with Microsoft Office 2016, especially Excel and Word.
Patient, courteous, and able to perform well under stressful conditions.
Organized, detail-oriented, with strong self-review habits.
Exceptional time management skills with minimal supervision.
Clear and concise written and verbal communication skills.
Adapt to changing work demands and procedures.
Knowledge and support of Humane Society of North Texas mission, policies, and protocols.
Create and sustain a positive team-building attitude with other employees and volunteers.
Represent the Humane Society of North Texas in a professional manner in all situations with the public, volunteers, and staff.
Required Professional Licensing or Certifications
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by the individual. Other duties than those listed herein may be assigned. __
Humane Society of North Texas is an EEO employer - M/F/Vets/Disabled