The North Dakota State University Foundation seeks mission-driven individuals interested in joining a growing team dedicated to connecting people, developing partnerships, teamwork, accountability, transparency, stewardship, communication, and service. The Foundation invites candidates for an Accounting Coordinator, full-time non-exempt (hourly) position.
The North Dakota State University Foundation is a separate 501(c)(3) organization which exists to maximize advocacy and philanthropy to support NDSU. We connect people who are passionate about NDSU and improving the lives and outcomes of North Dakotans and the world. We are an organization of sixty-five team members and growing. If you enjoy non-profit work, are inspired by our mission, love to collaborate with your colleagues, and are ambitious to develop as a professional, we welcome you to apply.
Our team members enjoy a highly competitive total compensation package including company paid health insurance, a defined contribution account funded at 9.5%, generous paid time off, abundant professional development opportunities, plus elective dental and vision plans.
This is a fully on-site position due to included facility responsibilities.
This position will remain open until filled. To be considered, applicants must apply online through the NDSU Foundation employment site (https://www.ndsufoundation.com/employment) and include a cover letter and resume.
Position Summary:
In support of NDSU Foundation’s mission to build enduring relationships to maximize advocacy and philanthropy in support of North Dakota State University, the accounting coordinator processes bi-weekly payroll, accounts payable, distributes organizational mail, prepares daily deposits, and accounts receivable. Ensures proper separation of duties for internal control and adheres to all compliance standards. Position includes facility safety responsibilities.
Essential Duties and Responsibilities:
1. Payroll
- Process bi-weekly payroll accurately and in a timely manner
- Maintain payroll records, including tracking vacation, holiday, sick leave, and other absences
- Respond to employee inquiries regarding payroll matters
- Ensure all payroll changes are processed accurately
- Prepare reconciliations and journal entries for NDSU Foundation benefit plans
- Provide bi-monthly payroll reports to Human Resources
2. Accounts Payable
- Enter and process cash disbursements
- Maintain vendor records, including W-9 forms, vendor agreements, and related correspondence
- Enter, upload, and properly code invoices in the accounting system
- Prepare and perform check runs
- Prepare and process electronic transfers and payments
- Reconcile NDSU billings and corporate credit card statements
- Prepare sales and use tax accruals related to accounts payable
- Provide support for account reconciliation, including bulk postage, prepaid expenses, and accounts payable accounts
- Administer corporate credit card program for NDSU Foundation, ensuring timely processing along with providing periodic and new hire training
3. Accounting Support
- Prepare and issue accounts receivable invoices
- Calculate, record, and submit monthly sales and use tax accruals and returns
- Assist with special projects for the CFO, Controller, Assistant Controller, and Senior Accountant
- Coordinate record retention activities for the Accounting department
4. Cash Receipts
- Open, sort, distribute, and track incoming mail
- Prepare daily cash receipt logs and bank deposits using paperless software
- Securely process credit card information for donations and events
- Prepare donation acknowledgement letters
5. Administrative and Office Support
- Prepare accounting-related correspondence and mailings
- Maintain records for testamentary gifts, including estate and will documentation
- Order and maintain office and breakroom supplies for the organization
- Provide administrative and reception support to the Accounting department
- Serve as telephone system administrator, including training and troubleshooting
- Submit and follow through on building work orders and perform daily building closing duties
- Record approved professional development expenses for staff and prepare professional development tracking report for Human Resources monthly
- Assist with sending and tracking of annual review documents for all staff
Essential Functions:
- Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
- Efficiently operate a personal computer and associated software (Outlook, Word, Excel, etc.)
- Maintain files accurately, in paper and in software programs
- Maintain records and prepare reports
- Handle multiple tasks simultaneously
- Plan, prioritize and meet deadlines
- Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization
- Interact in an effective and appropriate manner with diverse populations, internal staff, University community and the public
- Work cooperatively and effectively with others to identify and resolve problems and make decisions that enhance organizational effectiveness
- Maintain confidentiality of records and information
- Display excellent judgment and decision making
- Follow through on projects with little supervision
- Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
- Prompt and reliable attendance
- Demonstrate support of Foundation mission and beliefs
Minimum Qualifications:
- High School diploma or GED
- 3 years demonstrated experience in payroll processing
- Exceptional attention to detail and commitment to high-quality outcomes
- Excellent organizational, interpersonal, written and oral communication skills with the ability to follow up effectively with all staffing levels
- Proficiency with technology including Excel, Word, and Outlook
- Ability to function in a fast-paced, multi-task environment
- Ability to maintain a high degree of confidentiality and responsibility regarding information related to payroll and Foundation information
Preferred Qualifications:
- Associates degree or higher in Accounting
- Experience with Paycor software or similar HRIS software
- Knowledge and/or experience in higher education or a non-profit setting
- Cross-functional experience with HR
Physical and Mental Demands:
Constantly operates a computer/smartphone/tablet. Regularly required to maintain a stationary position, move about the office, determine what others have said or written, critical thinking and converse with others and exchange accurate information. Regularly required to sit, stand, bend, reach, and move about the office and within the community. May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving objects.
Ability to safely lift objects up to 10 lbs.; climb stairs and manage long periods of standing and physical movement. Ability to set tables and chairs for events. Must have familiarity with audio-visual equipment. Ability to drive and secure supplies and meet with clients.
The NDSU Foundation does not discriminate on the basis of age, color, gender expression/identity, genetic information, marital status, national origin, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, status as a U.S. veteran, or participation in lawful activity off the employer's premises, as applicable.
