Accounting Specialist

Description

ABOUT US

For more than a century, the Oregon Historical Society (OHS) has served as the state's collective memory, preserving a vast collection of objects, photographs, maps, manuscript materials, books, films, and oral histories. Our research library, museum, digital platforms, educational programming, and historical journal make Oregon's history open and accessible to all. We exist because history is powerful, and because a history as deep and rich as Oregon's cannot be contained within a single story or point of view.

The Oregon Historical Society practices and promotes inclusiveness. We honor the diverse strengths, needs, voices, and backgrounds of all members of our community and are committed to the equitable treatment of all people and the elimination of discrimination in all its forms. We are committed to building a diverse workforce and strongly encourage applications from diverse candidates.

BENEFITS

We offer a comprehensive benefits package that includes:

• Health insurance (medical, vision, alternative care, prescription)

• Dental insurance

• Generous paid time off

• 4% matching 401(k) retirement plan

• Flexible spending accounts

• Long-term disability insurance

• Life insurance

• Employee assistance program

• Museum admission and lectures, programs and gift shop discounts

HOW TO APPLY:

Submit the following materials at: Oregon Historical Society

• Job Opportunities (paylocity.com)

• Cover letter addressing how your personal and professional experiences have prepared you for this position

• Resume

Employment is contingent on passing a background check.

SUMMARY

The Accounting Specialist is responsible for in-person daily cash receipts. The position provides additional support to the Finance Team using all department software programs including, but not limited to, Financial Edge, ABM/PowerPlan, and MS Office suite (primarily Excel, Outlook, Word, One Note and PowerPoint).

The Accounting Specialist also provides administrative and data entry support to the Development Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for the daily cash receipts process, including assisting with opening mail daily.

• Coordinates with the Sr. Accountant for the Finance Department's electronic file maintenance and electronic record retention process.

• Assists with AP and budgeting processes and assists with development and maintenance of Excel documents and workbooks.

• Provides additional support as needed with month-end and year-end financial reporting and other reconciliations such as providing back-up for other team members' tasks, providing audit support and other reporting, etc.

• Provides administrative support for the Finance Dept. including but not limited to research, letter writing and editing, development of forms, documentation of processes, etc.

• Responsible for the daily entry of donor gifts into the Raiser's Edge (RE) database, including but not limited to maintaining, updating, and creating new donor records.

• Provides data entry and administrative support to the Development Department.

JOB DUTIES

Finance Department

Responsible for the daily cash receipts process

• Coordinates receipts from multiple (all applicable) locations into one daily cash deposit.

• Accurately enters daily sales and receipts into the financial accounting system via journal entry.

• Processes credit card charges through on-line service.

• Prints and facilitates reports from point of sales system.

• Coordinates opening mail and prepares daily checklist.

Coordinates with the Sr. Accountant for the Finance Dept's. electronic file maintenance and electronic record retention process.

• Researches and assists with developing the Finance Dept's. electronic file maintenance and electronic record retention process.

• Co-develops E-retention structure and content plan, in coordination with paper record retention, clean-up and maintenance plan.

• Implements E-retention plan/process per assigned role.

• Responsible for scanning and saving all finance documents, as assigned, to appropriate file structure on network.

Assists with AP process

• Scans AP invoices and W-9s and saves to network as well as FE.

• Assists with AP invoice entry into FE as needed.

• Posts check-run tasks as needed; stuffs envelopes, completes mailings, and filing.

Assists with Budget process

• Learns and works with ABM/PowerPlan budget program.

• Assists with entry of confidential budget data as assigned.

• Runs confidential budget reports for data analysis as assigned.

• Uses ABM as a resource for coding accuracy.

Provides additional support as needed with month-end and year-end financial reporting and other reconciliations such as providing audit support and back-up for other team members' tasks, such as reconciliations for other reporting, etc.

Provides administrative support for the Finance Department.

• Conducts research duties as assigned.

• Files and retrieves finance and corporate documents, records and reports as needed.

• Serves as backup for preparation of financial PowerPoint presentations for Chief Financial Officer.

• Writes and/or edits correspondence documents as assigned.

• Develops and/or edits Finance Department forms as assigned by team members.

Assists in maintaining complex Excel workbooks for confidential documents; including but not limited to annual budgeting and analysis, labor relations and labor negotiations' multi-year financial projections, benefit projections and analysis, working with finance team to achieve goals set by CFO.

Development Department

Responsible for daily gift data entry.

• Coordinates with the Annual Giving Manager to achieve desired results.

• Accurately enters gifts into the Raiser's Edge (RE) database from the batches generated by the finance cash receipts process.

• Accurately connects gifts to donor membership records, seeking clarity from development team as required.

• Accurately maintains, updates and creates new donor records in RE.

• Proactively enters and updates memberships and donor information into RE to make the weekly

• Greater Giving gift processing more efficient.

• Ensures messages from donors are seen by relevant staff and entered into donor profile.

Provides administrative and data entry support to the Development Department.

• Accurately updates and enhances donor records in RE.

• Assists in processing development mailings.

• Serves as back-up support in stamping mail for the organization.

• Updates online subscriptions to Oregon Historical Quarterly in Project MUSE.

• Assists with scanning and filing.

• Records event RSVPs and attendance.

• Other duties as assigned.

Other

• Maintains punctual, regular, and predictable attendance.

• Works collaboratively in a team environment with a spirit of cooperation.

• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.

• Respectfully takes direction from supervisor.

• Performs other duties as assigned.

QUALIFICATIONS

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associate degree (A.A.) and at least one-year practical accounting experience; or equivalent combination of education and experience.

Experience working in a fast-paced environment and successfully meeting multiple deadlines.

Demonstrated strong organizational skills with a high level of accuracy and attention to detail.

Demonstrated strong customer service focus.

Experienced with maintaining confidential files and documentation according to legal regulations and needs of the organization.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, employees, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.

COMPUTER SKILLS

Has computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve/backup important data. Must have intermediate level Excel skills, including the ability to create formulas, apply formatting and perform v-lookups. Experience using Financial Edge and/or Raisers Edge preferred.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl, and needs to be able to lift up to 25 lbs. unassisted. The employee is required to have close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This position requires extended work hours at busy times of the year.

The incumbent must be willing and able to work a flexible schedule at times to meet the demands of the position.

COVID-19 VACCINATION REQUIREMENT

The OHS has adopted a policy where all employees are required to be fully vaccinated against COVID-19 as a condition of employment. Employees may request an exception from vaccination because of a disability or sincerely held religious beliefs from the HR Department.

Listing Type

Jobs | On-Site

Categories

Accounting | Fundraising/Development | Nonprofit

Position Type

Part Time

Experience Level

Entry Level

Employer Type

Direct Employer

Salary Min

23.00

Salary Max

25.00

Salary Type

/hr.