Job Description
Accounting & Finance Specialist Job Description Facility : Brazos Valley Food Bank (BVFB)
Position : Part-time (Non-exempt,16-20 hrs/wk)
Position Title : Accounting & Finance Specialist (AFS)
Department Name : Administration
Reports To : Accounting & Finance Professional (AFP)
Job Summary of the Accounting & Finance Specialist (AFS) :
The Accounting & Finance Specialist (AFS) is responsible for BVFB’s day-to-day bookkeeping and administrative tasks. Work schedule is Monday, 8:30 am to 4:30 pm and Tuesday, 8:30 am to 12:30 pm (8:30 am to 4:30 pm during busy times of the year). The AFS is supervised by the Accounting & Finance Professional (AFP).
Responsibilities include, but are not limited to:
General Bookkeeping - Preparation, processing, and recording of remote deposits
- Agency invoicing and accounts receivable monitoring and posting
- Entry of payments into inventory system.
- Cash, credit card, and online giving reconciliations
- Monthly credit card donation and Automated Clearing House (ACH) transaction set-up
- Monitoring and assisting with accounts payable processing, including gathering supporting documentation and approvals
- Pre and Post Biweekly Payroll Related Tasks
- Assist with gathering information for and preparation of annual budget
- General ledger and journal entries, assistance with month-end procedures
- Maintain excel spreadsheets containing financial information.
Financial Reporting - Assist AFP with historical data and reporting for:
- Annual organizational budget development
- Monthly financial compilations
- Funding applications and progress reports
- Grant/Contract reimbursement requests
- Director and Manager questions about expense coding, balances, budget to actuals, etc.
Special Events - Assist with the collection, count, tracking, and deposit of funds during various special events and fundraisers hosted throughout the year
- Assist AFP with reconciliation and reporting of event and fundraiser proceeds and expenses
Clerical - Bill and expense preparation for bill payment
- Bank deposit preparation
- Maintain orderliness of paper files (vendor, grants, contracts, audit, etc.)
- Organization of electronic files (saving and labeling and/or correctly filing) per BVFB system
- Other, including, but not limited to data entry, scanning, saving, labeling, and/or correctly filing
Other - Proactively assist BVFB in adhering to GAAP, auditor and donor restrictions and recommendations
- When directed by the AFP, work with independent financial auditors who audit BVFB annually, as well as external CPAs who prepare the monthly financial compilations, to provide needed data, information, and reports
- When requested by the AFP, assistance with physical food inventory reconciliations and monthly & year-end inventory adjustments
- Follow all BVFB written Policies & Procedures, including adherence to BVFB’s Financial Policies
- Get approval from the AFP in advance of any unbudgeted financial expenditures
- Attend and come prepared for all 1:1 session with the AFP
- Attend and actively participate in All Staff Quarterly scheduled staff meetings
- Communicate effectively, appropriately and in a timely fashion with the AFP
- Other duties as assigned
Qualifications Educational Minimum: High School Diploma
Preferred: Some job-related college coursework
Professional - Minimum of 2 years of bookkeeping experience or education in the field required.
- Experience with non-profit financials, including tracking restricted funding, a plus
- Experience tracking expenses for grants a plus
- Proven ability to work collaboratively with other staff/departments to complete tasks
- Understanding of procurement policies
Computer/Technical Skills - Proficiency in accounting software in a past position required, QuickBooks Online Advanced, a plus.
- Proficiency in Microsoft Office, in particular Excel and its full range of functions
- Experience working with and saving to a public drive
- Proficiency using email (Outlook) and web-based tools
- Experience in Adobe Acrobat
- Experience with other non-profit management tools a plus (donor databases, inventory management software)
- Experience using a copier, scanner, shredder, multi-line phone system, and remote deposit terminal.
Other - Must be conscientious, with meticulous attention to detail
- Must be highly organized and structured
- Must understand the importance of precision and timeliness in financial transactions
- Ability to understand the importance of their role within the Administration Department, as well as the larger organization
- Ability to set priorities and plan effectively
- Ability to manage multiple tasks with attention to detail, minimal direction and proven follow-through
- Clear understanding of the importance of communication with supervisor, as well as others across the organization
- Exceptional customer service skills – audio and written, internally and externally
- Integrity and understanding of confidentiality necessary
- Rule follower – someone who does not take shortcuts
- Exercises good judgement and discretion
- Strong ethical character with firm boundaries
- Ability to work cooperatively under pressure with a diverse range of people
- Ability to problem solve, with an understanding of when a situation needs to be lifted up to the AFP for guidance
- Ability to communicate with others internally and externally for clarity, additional detail, etc.
- Passion for the mission of feeding people
- Must be able accept constructive criticism
- Some nights and weekends are possible, but you will know well in advance
- Must be able to pass criminal background check
ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMODATION - Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry up to 50 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
- Conditions may include working inside, working outside, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
- Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, and automobile.
This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of the Brazos Valley Food Bank.
The Brazos Valley Food Bank is an Equal Opportunity Employer (EOE).
Job Tags
Contract work, Bank staff, Remote job, Work alone, Night shift, Weekend work,