Finance Associate

Job Title:                  Finance Associate

Department:                 Administration

Classification:              Full time, hourly, non-exempt (24-32 hours a week)

Job Relationship:        Reports to Senior Director of Finance, works closely with Lead Finance Associate.

Position Summary:      Performs all accounts payable activities.  Provides payroll, deposit, and banking support to the lead Finance Associate.  Provides accounting support to the Senior Director of Finance.

Department Mission:   To maintain an environment of transparency, accountability, and high ethical and business standards, as well as a solid framework of standard financial controls and procedures, to ensure the integrity of the financial and bookkeeping process and compliance with federal, state, and local legal and reporting requirements.

 

Essential Job Functions:

Performs accounts payable activities:

  • Receive vendor invoices and verify against purchase orders and other supporting documentation for prices, terms of payment, and other charges.
  • Follow-up with appropriate staff with questions, discrepancies, and/or with missing purchase orders.
  • Record invoices in Financial Edge accounting software.
  • Ensure bills are paid in a timely and accurate manner while adhering to department and organizational procedures.
  • Assemble and mail signed/authorized checks to vendors.
  • File invoices and copies of checks in vendor files.

 

Provides support on deposits and banking activities:

  • Process, reconcile and prepare daily Shelter and Community Pet Clinic bank deposits, including verifying credit card reports against receipts.  Follow-up with appropriate staff with questions and discrepancies.
  • Receive, verify and transmit electronic bank deposits from the Development department.
  • Create journal entries to record Shelter and Development deposits in accounting software.
  • Create journal entries to record ACH payments in accounting software.
  • Take cash deposits to the bank.

 

Performs other duties as assigned including, but not limited to:

  • Prepare monthly “in-kind” donations report.
  • Compile report and balance County Dog Licenses receipts in accordance with county standards.
  • Perform other duties and special projects as assigned, including routine calculations, analyses, and creating/generating/maintaining reports and complex spreadsheets.
  • Provide assistance to staff and volunteers when needed.
  • Adhere to the APL’s accounting and financial policies and procedures, including cash handling, internal controls, and segregation of duties.
  • Represent the APL in a professional and courteous manner at all times.
  • Provide quality service to clients, volunteers, and staff, recognizing their individual contributions to the success of our organization.
  • Promote a safe work environment by actively monitoring safety compliance of staff and taking immediate action to correct hazards.
  • Attend necessary meetings and provide feedback as requested.
  • Support management and discusses differences privately.
  • Supports the APL’s desire to celebrate a diverse and inclusive culture that fuels compassion and connects us to one another.

 

Qualifications

  • Two – three years of bookkeeping or accounts payable experience preferred.
  • Previous experience with Financial Edge preferred.

 

Knowledge, Skills and Abilities

  • Ability to perform bookkeeping entries, computations and calculations accurately.
  • Ability to identify and problem solve discrepancies or errors.
  • Ability to thrive working both independently and collaboratively.
  • Ability to multi-task and work well under pressure in a fast-paced environment with a variety of people, personalities, noises, and distractions.
  • Ability to promote communication and cooperation between APL departments.
  • Proficient in Microsoft Office Suite applications, including Word, Excel, Outlook, and Office 365.
  • Possess strong written and verbal communication skills.
  • Possess attention to detail.
  • Ability to maintain high level of confidentiality.
  • Fear Free Certified or must become certified within six months of hire.

 

Working Conditions

Work is performed in an animal shelter that operates seven days per week with exposure to animals, including some with questionable health and temperament concerns, high noise levels, zoonotic diseases, and cleaning agents. Subject to animal bites and scratches.  Frequently operates a computer and other office equipment (i.e. calculator, copier/fax machine, telephone and printer). Must be able to remain in a stationary position for 80% of the time.  Communicates with visitors, staff members and volunteers who have inquiries about all aspects of the APL’s operations, and must be able to exchange accurate information in these situations.  Must be able to modify schedule to meet the APL’s operational needs.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related duties required by their supervisor.  This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

 

Our Core Values

Compassion – We are compassion in action.  We believe every animal and person has value and worth and should be treated with respect, empathy, and kindness to support the human-animal bond.

Advocacy – We are the voice for animals, dedicated to lifesaving solutions that advance their quality of life, and promote their place in society.

Leadership – We act with integrity, creativity, duty to community, and have the courage to change.  These are driving forces that make us a leading animal welfare organization.

Innovation – We are devoted to pioneering new approaches to the evolving challenges animals face by developing ethical, humane solutions and working in partnership with the public and animal welfare community.

Teamwork – We are one team and believe we must all work together to best fulfill our mission.