Career Center

Under general supervision of the Executive Director & CEO, facilitates and manages the day-to-day accounting and financial functions of the organization including financial data transactions and reporting, maintaining effective security and recording systems, invoicing, budget input and controls, developing information for Division audits and financial plans, preparing tax information, managing payroll and other financial programs.  Assists Executive Director & CEO in finance-related human resource management programs.

Hybrid and/or remote work is permitted. The candidate will need to be available in person and on site at our annual conference each year (September/October).

ESSENTIAL JOB FUNCTIONS

• Inputs data into computer system for all financial transactions, working with accounting and membership software systems, and importing/exporting data between software systems as required.
• Invoices and processes checks, credit card and cash payments for various Division functions and services to include follow-up actions.
• Prepares appropriate support schedules and maintains general ledger accounts, ensuring proper account codes are assigned.
• Maintains daily bank account balances, prepares monthly bank reconciliation and makes timely bank deposits to assure financial credibility.
• Processes payroll for all Division staff through online system.
• Manages all tax and human resource finance-related programs, such as W-2s, Form 990s, 1099s and 401(k) participation.   
• Completes annual retirement reporting.
• Administers cafeteria plans using.
• Collects and prepares all information used in Division audits and works with Auditor to complete annual reports.
• Primary responsibility for first draft budget preparation, sending call letter to staff/committee chairs, preparing initial draft budget from this input plus other annual operating cost areas, and working with Executive Director & CEO, Assistant Treasurer and Treasurer to develop the final annual budget for the F&B Committee.
• Prepares and monitors monthly budget updates, working with the Treasurer, Finance and Budget Committee, Executive Director & CEO, staff and committee chairs. Submits monthly reports to the F&B and Executive Committees and specific area reports to staff and committee chairs.
• Prepares and monitors financial reports for the Executive Director & CEO, Treasurer and F&B Committee. Prepares other financial documentation as required for the Treasurer and Executive Director & CEO for submission to the F&B Committee, Executive Committee, and/or Board of Directors.
• Works with the Executive Director & CEO to monitor weekly, monthly and quarterly cash flow projections to assist in sound financial management operational decisions.
• Assists in review of contracts from a financial perspective.
• Monitors investments and makes recommendations to Executive Director & CEO, Treasurer and Executive Committee on transactions and management firms.
• Serves as staff representative to the F&B Committee. Handles on-site financial transactions during the spring and fall meetings. Attends other committee meetings as necessary where financial considerations may impact Division operations.
• Prepares the financial section of the Annual Report to the American Chemical Society, in conjunction with the Treasurer and Executive Director & CEO.
• Keeps abreast of current accounting trends and practices and makes recommendations for implementation within the Division.
• Manages office furniture, utilizing the list of fixed assets, working with other staff to identify furniture needs, assuring adequate budget, obtaining approval from the Executive Director & CEO on large items and selecting appropriate vendors.
• Advises the Executive Director & CEO of current human resource laws or changes that could impact the Division and/or staff.
• Keeps abreast of current and future human resource changes through webinars, seminars and training.
• Assists with other tasks as required as part of the overall Division staff team.

KNOWLEDGE AND ABILITIES

Minimum of four years’ experience in bookkeeping, accounting and QuickBooks Online. Excellent knowledge of generally accepted accounting principles, with strong analytical and reasoning abilities.  Excellent oral and written communication skills. Well-developed interpersonal skills, with the ability to interact with a variety of members and vendors in a positive manner.  Ability to operate and comprehend computerized accounting software and membership systems.  Basic understanding of tax, payroll, audit and investment procedures and financial aspects of human resource programs. Must have ability to be bonded.

EXPERIENCE

Minimum of four years’ experience in general accounting and fiscal management. Experience in human resources, business activities, meeting logistics or non-profit organizations is a plus. Familiarity with association financials a plus.