Position Description: The Financial Services Coordinator is responsible for maintaining the financial accounts and records of the Club and the Trust in accordance with general accounting principles.

Reports to:   Executive Director

Job Summary: Coordinates member financial records as well as Club and Trust accounts receivables and payables. Provides financial and staff support to Trust Board and Club Committees. Coordinates membership status information and billings.

Hours: 16-24 hours/week, flexible schedule, must be available Tuesdays

Salary: $17/hour

Qualifications and qualities required:

  • Minimum of two years responsible QuickBooks experience, including accounts payable, accounts receivable and general ledger
  • Experience and familiarity with Excel and Word
  • High standards for accuracy and meeting deadlines
  • Strong attention to detail
  • Strong organizational skills
  • Strong interpersonal skills
  • Ability to perform several tasks concurrently with ease and professionalism
  • Ability to work with volunteers and administrative support

Responsibilities:

Membership Services/Accounts Receivables

  • Maintains accurate Club and Trust information in QuickBooks
  • Performs monthly billing for the Club and Trust, including automatic payments
  • Records all income, codes to appropriate funding source
  • Responds to members in a timely manner about questions on their accounts
  • Processes Paul Harris donations and coordinates reporting and fund distributions to The Rotary Foundation

Accounts Payable

  • Reviews invoices for Club and Trust and codes to appropriate account; prepares payment approvals; prepares checks
  • Reviews check requests for Club and Trust and codes to appropriate account; gets payment approvals; prepares checks
  • Maintains and disburses petty cash

Banking

  • Transfers funds to/from banking accounts and records the transfer in QuickBooks
  • Prepares deposits as needed
  • Coordinates annual update of signature cards for all bank accounts
  • Completes year-end entries in timely manner for Club and Trust
  • Prepares final Adjusted Trial Balance and provides budgets, schedules and other financial documents for period under audit for Club and Trust
  • Provides support for financial statements as required and requested for Club and Trust
  • Provides support to Audit Committee as needed
  • Serves as cashier and provides support where needed at Tuesday meetings
  • Provides general accounting support for all event and meeting registrations
  • Maintains schedules of International Service and special projects on a monthly basis
  • Applies for Certificate of Liability insurance from Rotary International when needed via the website

Audit and Tax Preparation

  • Completes year-end entries in timely manner for Club and Trust
  • Prepares final Adjusted Trial Balance and provides budgets, schedules and other financial documents for period under audit for Club and Trust
  • Provides support for financial statements as required and requested for Club and Trust
  • Provides support to Audit Committee as needed

Club Activities and Events

  • Serves as cashier and provides support where needed at Tuesday meetings
  • Provides general accounting support for all event and meeting registrations
  • Maintains schedules of International Service and special projects on a monthly basis
  • Applies for Certificate of Liability insurance from Rotary International when needed via the website

Preparation of Monthly Financial Statements

  • Carries out monthly reconciliations of Club and Trust accounts, including General Ledger, adjusting entries and account analysis
  • Prepares Club reconciliation folder, including preparation of Balance Sheet, Profit & Loss and Budget versus Actual statements, for review with Administrative Director and Club Treasurer by second Wednesday of the month
  • Prepares Trust reconciliation folder, including preparation of Balance Sheet and Profit & Loss statements, for review with Administrative Director and Trust Treasurer by third Wednesday of the month
  • Prepares and provides monthly updates of budgets to Committee Chairs

Budgeting

  • Assists in preparing annual budgets
  • Sets up approved annual budgets for Club and Trust in Quickbooks

Other

  • Maintains financial information files for Club and Trust
  • Generates 1099’s for vendors
  • Assists with annual audit and tax preparation (performed by CPA)
  • Maintains master file of volunteer background checks
  • Designated support for Trust and Club Board meetings

Membership

  • Manages membership status
    • Updates membership data in QuickBooks
  • Reviews and completes RI and District member billings

General Office

  • Handles member requests and telephone inquiries in an efficient and timely manner.
  • Provides other administrative support as requested.

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