Applications with cover letter and resume due: October 26, 2018, 5:00pm
Purpose and Background
The Accounting Associate provides support to the Chief Financial Officer and Accounting Manager in the day-to-day financial operations of the Foundation, administers accounts payable and payroll and performs routine accounting processes related to investment and cash transactions.
This position requires interaction with all Foundation staff and outside partners; ability to set priorities, manage time and follow projects to completion; professionalism and confidentiality when working with sensitive information and occasional work beyond normal business hours as needed.
This position is located at the Foundation headquarters in Roseburg and is required to occasionally travel. The position is hourly, non-exempt status. Compensation is $18.50 per hour with generous benefit package offered.
Summary of Essential Functions
• Maintain vendor and payee records; including obtaining and recording W-9 and ACH payment information
• Monitor and review reimbursement requests in expense management software
• Process invoices and payment requests including, but not limited to: retrieval of electronic invoices; verification and documentation of expense approvals; account coding; manual bill entry and exporting; preparing and importing bulk expense transactions from Excel and other software
• Payment processing including: printing and mailing checks; initiation of electronic transfers, wires and ACH payments; coordination of disbursement approvals with authorized signers and executing and recording pre-authorized online account payments
• Review and record monthly credit card expense reports
• Reconcile vendor statements, manage online vendor accounts, research account issues and address vendor inquiries
• Maintain paper and electronic accounts payable files
• Reconcile monthly prepaid expense and deposit account activity
• Prepare and file annual 1099 forms
• Serve as point of contact for colleague inquiries regarding payroll administration and software
• Prepare and process bi-weekly payroll for employees
• Maintain thorough and up-to-date records of all payroll activity
• Monitor employee timesheet approvals
• Reconcile and maintain PTO records for all staff
• Assist Accounting Manager with annual W-2 preparation and filing
• Assist Accounting Manager with employee benefit program transactions and reconciliations
• Other payroll administration duties as assigned
Investment, Accounting and Administration
• Track and monitor investment transactions, including transfers, capital calls and distributions
• Reconcile investment account balances
• Prepare, submit and record bank deposits
• Assist Accounting Manager with monthly closing and account analysis
• Assist Accounting Manager with tax and audit preparation
• Assist with annual budgeting process and regular monitoring of expenditures
• Assist with Board meeting preparation and front desk coverage, as needed
• Provide administrative support to the Accounting Manager, as needed
• Participate in special projects as assigned
Required Competencies and Skills
• High school diploma or GED equivalent required
• College-level accounting coursework preferred
• Minimum of 3 years of experience processing high volume transactions accurately and efficiently. Accounts payable and payroll specific experience a plus
• Equivalent combination of college-level accounting coursework and experience directly related to the duties and responsibilities for this position may be considered.
• Demonstrated ability to master new systems and processes
• Proven ability to manage time and prioritize tasks to ensure timely completion of assignments in a fast-paced environment
• Excellent organization skills and attention to detail
• Intermediate Excel skills and capacity for growth required; advanced Excel skills a plus
• Intermediate MS Word and Outlook skills
• Excellent verbal and written communication
• Strong customer service orientation
• Proven history of integrity, honesty, confidentiality, and sound judgment
• Comfort handling sensitive employee, employer and partner information
• Ability to read, interpret and communicate general accounting and financial data
• Ability to work effectively with others in a highly collaborative work environment taking direction from the Accounting Manager and supporting others within the organization
The candidate will, in their conduct within and outside the workplace, embody and model the core values of the Foundation: Integrity, Stewardship, Respect, Independence and Community. They will be comfortable both working alone for prolonged periods and while collaborating with colleagues across the Foundation. The candidate will be able to respond and adjust quickly to the changing needs of colleagues and of the organization, and will contribute to the continued improvement of accounting processes.
Physical Demands of Job Duties and Work Environment
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This position is fairly active and requires standing, walking, bending and keyboarding. The employee would rarely lift or move items weighing over 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing duties of this job, the employee is exposed to a normal office type environment with some exposure to the outside environment. This position is rarely exposed to dust, odors, water, fumes and noise. Work is performed in a safety-conscious manner at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The mission of The Ford Family Foundation is “successful citizens and vital rural communities.” The Foundation is based in Roseburg, Oregon, and works throughout rural Oregon and Siskiyou County, Calif. The Foundation also has an office in Eugene that houses a scholarship program supporting students attending college or university and community-based Field Coordinators in Oregon and Siskiyou County, Calif. The Foundation also provides grants and other assistance to communities and organizations. Focus areas include children, education, arts, community building and economic vitality.
The Foundation was created in 1957 by the late Kenneth W. Ford, founder of Roseburg Forest Products Co., and Hallie E. Ford. Grants were made annually to charitable organizations in three core counties where the mills were located – Douglas and Coos counties in Oregon, and Siskiyou County, Calif. Currently, the Foundation employs 40 staff members.