Position Description

Title:Associate Accountant

Reports to:Finance Director

BASIC FUNCTION: This employee assists the Finance Director by performing gift processing, cash receipts, accounts payable and accounts receivable functions in accordance with generally accepted accounting procedures and assisting with other accounting functions as assigned by the Finance Director. This is a full time non-exempt position.

PRINCIPAL RESPONSIBILITIES

  1. Gift Entry and Maintenance of Donor Records. - Manage daily gifts to the Shrine, including analysis and processing of daily gift batches in Raiser's Edge. Prepare batch reports of receipts processed, maintaining data integrity while adding new data to the database.
  • On a regularly scheduled basis, collect, sort and categorize donations received by the Shrine in order to create daily gift batches;
  • Manage gift analysis and entry procedures and process daily gift batches in a timely and accurate manner;
  • Analyze gifts to determine appropriate campaigns, funds and appeals for each gift to be processed; Indicate the appropriate acknowledgement letter to be sent based upon the above criteria and the source of the gift;
  • Manage the setup of recurring ACH and credit card gifts, while maintaining the processing of those batches according to the schedule requested by the donor;
  • Produce various reports pertaining to the gift entry process, as requested by the Finance Director;
  • Download electronic gifts received via Paypal and Blackbaud Merchant Services; prepare summary reports used in entering data into the accounting software;
  • Assist the Finance Director in balancing gift records with general ledger contribution accounts;
  • Add new constituent records to the database as needed; analyze information and populate all appropriate data fields where information is available;
  • Organize, coordinate and maintain the integrity of supporting documents scanned into the accounting software.
  1. Accounts Payable Duties – Responsible for the processing and verification necessary to ensure accurate payment of all legitimate invoices on a timely basis by means of the following procedures:
  • Review invoices for the signature and date of the person responsible for incurring each invoice submitted to accounting;
  • Verify invoices for quantity, unit price, extension and discount;
  • Assign trial balance account numbers to invoices for proper distribution in financial statements;
  • Stamp entered invoices with "ENTERED," retrieve the scanned invoice and attach the scanned PDF file to the purchase;
  • Verify month-end entered invoices; match invoices to the general ledger AP report balance.
  1. Revenue and Accounts Receivable Duties - Responsible for the verification and processing of summaries of daily reconciliations of the Culina Mariana Restaurant and the Flores Mariae Gift Shop.
  • Receive semi-weekly deposits prepared by the Gift Shop and Restaurant and deposit in a timely manner.
  • Use the summaries of daily reconciliations prepared by the Gift Shop and Restaurant and enter the semi-weekly general journal entry into the accounting software.
  • Reconcile manual credit card transactions to the monthly statement and prepare the summary needed for data entry by the Finance Director.
  1. Additional Duties and Responsibilities - Assist the Finance Director in the preparation of periodic miscellaneous reports for management and the Board of Directors. Assist in the preparation of year-end audit work papers and fulfill other duties as assigned.
  1. Assist and Participate in Mission Related Shrine Activities -
  • Assist with planning and conducting conferences and events;
  • Represent Shrine at outside conferences and events;
  • Relate the story of Our Lady of Guadalupe to pilgrims, conduct tours of the ShrineChurch, and answer pilgrims’ questions relating to religious aspects of the Shrine;
  • Participate in religious and liturgical functions of the Shrine, including Holy Mass, rosary and other devotional practices;
  • Work as a team member with Shrine staff and volunteers;

QUALIFICATIONS

The Shrine is seeking a practicing Catholic with a sound knowledge of the Catholic faith and its practices, of the apparitions of Our Lady of Guadalupe, and of the history and activities of the Shrine of Our Lady of Guadalupe.

The employee must possess strong interpersonal and communication skills and be able to interact with pilgrims, staff, volunteers and vendors in a prompt, courteous and professional manner. The employee must have the ability to use and /or learn resident computer systems and programs, including Raiser’s Edge fundraising software, Sage (formerly Peachtree) accounting software, Microsoft Office, Excel and e-mail correspondence. An ability to process data in an accurately and timely manner is necessary. A two-year associate’s degree in accounting is required. At least one year of relevant work experience is also preferred.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

  • Must be able to use standard office equipment, including computers, internet, cash registers, copiers, printers, scanners, fax machines and other similar items;
  • Must possess a valid driver’s license and be able to drive to various locations;
  • Must be able to go up and down stairs, carry boxes and equipment and assist in other duties as requested.