POSITION SUMMARY:
This position supports the work of the YMCA Cape Cod, a leading nonprofit, charitable organization committed to strengthening our community through youth development, healthy living and social responsibility. The Finance Associate AP/AR reports to the Controller and provides administrative support to the Finance department.
OUR CULTURE:
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.
ESSENTIAL JOB FUNCTIONS
ACCOUNTS PAYABLE
1. Tracks, audits, processes, and issues timely payments of accounts payables. Monitors accounts payable database for accuracy.
2. Ensures vendor invoices are accurately coded per the internal chart of accounts and allocated to branches/departments/locations appropriately.
3. Works with vendors and staff to resolve discrepancies. Reviews vendor statements for past due invoices and works with vendors to keep accounts current.
4. Coordinates and processes accounts payable check runs upon approval. Files appropriate documentation and maintains accounts payable files.
5. Maintains preferred vendor files, tracks vendor agreements, and ensures up-to-date recordkeeping of W-9s and insurance liability documentation.
6. Assists Controller with preparation of annual 1099s and other annual audit documentation.
7. Serves as additional resource for program registration and recordkeeping as needed.
ACCOUNTS RECEIVABLE
1. Manages Daxko Operating and Daxko Accounting on a daily basis, ensuring flow-through of transactions between the systems. Matches payments received to invoices, applies to customer accounts and resolves discrepancies. Monitors aged receivables and follows up with customers as needed.
2. Daily/Monthly Deposit Activity – Processes daily cash deposits and checks received at the Association (corporate) office. Ensures proper assignment of cash receipts to appropriate staff and assists in coding inquiries and coordination of month-end closing processes.
ADDITIONAL JOB FUNCTIONS (LESS THAN 10% OF THE TIME)
1. Completes special projects as needed.
2. Generates database reports as assigned.
3. Attends staff meetings and trainings.
4. Follows all YMCA policies, rules, regulations and procedures, including emergency and safety procedures.
5. Completes other duties as assigned.
The Job Functions listed above are intended to describe the nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position.
LEVEL OF RESPONSIBILITY AND ACCOUNTABILITY:
An individual contributor who directly serves members and/or program participants.
LEADERSHIP COMPETENCIES:
Collaboration: Creates sustainable relationships within the Y and with other organizations in service to the community
Communication & Influence: Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause
Fiscal Management: Manages the Y’s resources responsibly and sustains the Y’s nonprofit business model
Functional Expertise: Executes superior technical skills for the role
MINIMUM JOB REQUIREMENTS:
Education and Experience: Associated degree in business administration or relevant work experience of two years of bookkeeping experience. Experience in data entry with working knowledge of spreadsheets. Knowledge of general ledger and accounting functions preferred. Proficient in all standard business software, excel, word, outlook, Bill.com, business math, and data entry; Microsoft Office preferred. Experience in managing multiple tasks effectively and efficiently.
Other Requirements: Strong customer service and relationship building skills. Excellent human relations, organization, and communication skills.
PHYSICAL DEMANDS, MENTAL EFFORT, AND WORKING CONDITIONS:
The physical and mental effort demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: Administrative staff must be able to remain in a stationary position for several hours at a time. Administrative staff must be able to occasionally move about inside the office for meetings and to access files and office equipment. In addition, administrative staff must be able to travel to and traverse within multiple YMCA Cape Cod locations, including occasionally ascending and descending stairs. Administrative staff must frequently operate a computer and other office machinery. Administrative staff must be able to communicate with other staff, members, vendors, and community partners and exchange accurate information. Administrative staff must be able to identify and assess information and data used to perform their job.
Mental Effort: Administrative staff are responsible for completing administrative work, requiring attention to detail and organizational skills. Administrative staff may be required to work under tight deadlines and may work more than 40 hours per week, which may cause fatigue and stress.
Working Conditions: In general, administrative staff work in an office setting. However, administrative staff must also traverse to multiple locations across the YMCA Cape Cod as business needs arise as well as to meeting with Community Partners.
