Rosemont, Ill.
Exempt
Director of Finance
The Senior Finance Staff Associate reports to the Director of Finance and performs general accounting duties for AAOMS and OMSF. These duties include reconciling accounts, preparing, and posting journal entries, all aspects of the meeting registration process including meeting and course setup, and assisting with the month-end and year-end financial close process. The Senior Finance Staff Associate processes cash disbursements for the Association’s related entity, OMSPAC. Additionally, the Senior Finance Staff Associate processes monthly billings to related entities and prepares intra-department allocations for usage of the Association’s education center.
The Senior Finance Staff Associate works with other AAOMS employees to facilitate delivery of services according to the priorities established by the members. The Senior Finance Staff Associate also develops peer relationships with employees to enhance project coordination and delivery.
Salary Range: $80,000-$89,000 per year
- Medical insurance with prescription drug coverage
- Dental Insurance
- Short-term and long-term disability
- Life insurance
- 401K plan with matching
- Paid time off (PTO)
- Flexible schedule
- Hybrid work schedule
- Employee assistance program
- Flexible spending account
- Bachelor’s Degree in Finance or Accounting
- 2+ years of experience in a not-for-profit organization preferred
- Account analysis and reconciliation experience
- Ability to organize and prioritize work, demonstrating effective time management skills
- Ability to be flexible, work under pressure and meet weekly, monthly, and annual deadlines
- Proficiency with details and ability to exercise critical thinking to recognize unusual or unexpected financial activity
- Ability to work independently and collaboratively
- Strong verbal and written communication skills
- Interpersonal skills to interact with members, volunteers, and staff, etc.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and related computer application skills required
- Experience working in accounting and report writing software systems (familiarity with Microsoft Dynamics SL and Microsoft Dynamics Management Reporter software a plus)
- Experience with meeting registration operations preferred (experience with Personify360 a plus)
- Must be willing to work occasional evenings and weekends, with some overnight travel
- Coordinate meeting registration activities
- Generate periodic reports and perform other tasks in the Association Management Software (“AMS”)
- Process ACHs and wire transfers for the Association and check cash disbursements for the Association’s related entity, OMSPAC
- Download and reconcile monthly activity from OMSF and exhibitor software systems for entry into the accounting software
- Reconcile bank and investment accounts (AAOMS and OMSF)
- Perform monthly billings for activities with related entities and prepare intra-department allocations
- Prepare month-end and year-end closing journal entries and reconciliations
- Assist with year-end close activities, including preparation of audit schedules
- Perform other miscellaneous financial duties
- Special financial projects as needed
Coordinate meeting registration activities
- Set up meetings and courses, valid registration categories and discounts in the AMS meetings module
- Responsible for the creation, assembly and distribution of registration packets, consisting of confirmation letters, name badges, paid tickets, lunch vouchers, etc., for the Association’s two major conferences
- Authorized to issue reduced registration fees and waive or reduce cancellation fees for meetings depending on content of communication with the member
- Process meeting registrations and transfers as needed
- Generate weekly registration reports for the Association’s two major conferences
- Generate meeting registrant lists for other departments as needed
- Assist with onsite meeting registration for the Association’s two major conferences
Manage and monitor compliance of ADA CERP/ACCME/AGD Continued Recognition of AAOMS as an accredited CE Provider
- Oversee all staff requests for Continuing Education credit with the CCEPD and BOT, updating training tools and resources for proper compliance
- Oversee compliance requirements with joint providers
- Oversee compliance requirements with corporate partners
Generate periodic reports and perform other tasks in the Association Management Software (“AMS”)
- Review and approve product configurations created by other departments in the AMS for live webinars, on-demand education, online store items and other miscellaneous items, including verification of proper general ledger account configurations and revenue recognition
- Process cancellations and refunds in the AMS
- Identify duplicate constituent records in the AMS and perform related merge of records, ensuring the most current information is retained in the database
- Generate monthly or semi-monthly registration reports for small meetings
Process ACHs and wire transfers for the Association and check cash disbursements for the Association’s related entity (OMSPAC)
- Initiate outgoing ACHs and wire transfers as needed and record the payments in the accounts payable module
- Process OMSPAC checks weekly or as needed, including payments from OMSPAC Administrative Account
Download and reconcile monthly activity from OMSF and exhibition software systems for entry into the accounting software
- Download monthly revenue activity from OMSF fundraising software and import into the accounting software verifying previous year-to-date activity has not changed
- Review OMSF donations for correct classification and restriction
- Download monthly revenue activity from exhibition software and import into the accounting software verifying previous year-to-date activity has not changed
Reconcile bank and investment accounts (AAOMS, ASI and OMSF)
- Collect investment information from investment advisor (AAOMS and OMSF)
- Update monthly or quarterly investment activity spreadsheets (AAOMS and OMSF)
- Reconcile bank statements (OMSF and ASI)
- Generate and input journal entries
Perform monthly billings for activities with related entities and prepare intra-department allocations
- Gather supporting documentation for all inter-company charges
- Prepare monthly invoices for activities with related entities inclusive of proper account coding
- Prepare intra-department allocations for usage of the Association’s education center
Prepare month-end and year-end closing journal entries and reconciliations
- Generate and input standard month-end and year-end closing journal entries
- Calculate and record monthly deferred subscription revenue and meeting registration revenue allocations
- Record monthly intercompany rent, generating invoice to OMSF
- Create semimonthly payroll activity and monthly personnel allocation journal entries
- Perform quarterly entry of intercompany staff billing
- Reconcile year-to-date revenues from the AMS to the accounting system
Assist with year-end close activities, including preparation of audit schedules
- Generate and mail IRS Forms 1099-NEC and 1099-MISC
- Ensure year-end receivables, payables and deferred revenues are properly recorded
- Perform annual account reconciliations
- Prepare audit schedules as needed and assigned
- Be available to answer auditor questions
Perform other miscellaneous financial duties
- Assist with processing meeting registrations and membership dues payments as needed
- Serve as a backup for scanning checks for remote deposit
- Issue miscellaneous invoices, including bills to related organizations and building tenant
- Perform bimonthly advertising invoicing for AAOMS Today and meeting final program ads
- Calculate and prepare bimonthly advertising commissions payment and quarterly OBEAM royalty fee and IOMS Reference Guide sales payments
Special financial projects as needed
- Account analysis
- Fund analysis
- New software or upgrade implementation and testing
- Provide administrative support to the CFO/Associate Executive Director as needed
Perform other similar or related duties as requested or assigned by the Director of Finance.
