Finance Administrative Assistant

Family Forum - Superior, WI4.0

Full-time
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  • Is able to understand and work with finance team regarding: purchase orders, prepaids, bank statements, depreciation schedules, and financial statements.
  • Compiles, sorts, and files documents, such as invoices, vouchers, reports, and checks;
  • Codes site expenditures and enters all bills/statements into the accounting system to be paid;
  • Prepares Superior Office site expenditures;
  • Processes vouchers, invoices, checks, account statements, reports and other records.
  • Reviews, stuffs, and mails accounts payable checks;
  • Enters and updates vendors into accounting systems and tracks form W-9;
  • Prepares the 1099s;
  • Codes invoices;
  • Prepares statements to be paid;
  • Prints accounts payable checks;
  • Submits the accounting system report to the executive director;
  • Distributes purchase order books in a pre-numbered sequence;
  • Prepares bank deposits;
  • Deposits money into the bank according to internal controls timeline;
  • Updates accounting software as assigned, to include the payroll system;
  • Assists in the Affordable Care Act reporting compliance to include monthly and annually tracking;
  • Tracks employee auto insurance for mileage reimbursement;
  • Processes employment and unemployment verifications;
  • Follows all internal control procedures and reviews general journal entries and reconciliations;
  • Creates Microsoft Excel spreadsheets.
  • Processes employment and unemployment verifications;
  • Distributes annual W2 forms;
  • Assists in the payroll process by:
  • Reviewing input of time sheets after supervisor approval;
  • Reviews distribution of time (vacation, wellness, sick, etc.);
  • Checks for exceptions on time cards (missed punches/supervisor approval needed) and notifies supervisors of any corrections that need to be completed;
  • Enters into payroll system;
  • prints copies of paystubs upon request;
  • Distributes paystubs to correct sites or mails checks out to approved sources;
  • Is able to learn and perform duties required of the Fiscal Manager in his/her absence including:
  • Verifies and posts details of business transactions, such as funds received and disbursed, and total accounts;
  • Computes and records changes, refunds, costs of lost or damaged goods, freight charges, rentals, and similar items;
  • Reconciles bank statements;
  • Journal preparation and entry;
  • Month end closing and balancing;
  • Depreciation schedules;
  • Approval of payroll
  • Fiscal tracking, monitoring and reporting to the finance manager; to include:
  • In-kind
  • Gas tax
  • Payroll deduction
  • Vehicle maintenance
  • Other items as assigned by the finance manager;
  • Prepares fuel tax credit using fuel log;
  • Assists in recruiting and enrolling families.
  • All program policies are included in the job responsibilities of the position and are to be implemented in addition to this job description.
  • All staff are to ensure the health and safety of children at all times and report any known misconduct.
  • In an emergency, staff are expected to comply with agency procedures and not abandon their duties and responsibilities.
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