Reports to: Director of Apostolate Administration and PBM Operations Supervises: Accounting Clerk and Purchasing Associate Collaborates with: HR, Book Center Managers, Inventory Management. ________________________________________ Core Responsibilities
I. Accounts Payable Support • Oversee accurate invoice entry and importing into accounting system. • Prepare weekly open invoice reports. • Oversee check runs. • Maintain list of uncleared checks. • Communicate with vendors regarding credit applications, business licenses tax exempt certificates. ________________________________________ II. Accounts Receivable Support • Oversee applying customer payments and importing invoices and payment information into accounting system. • Prepare weekly deposit reports. • Oversee depositing of customer payments into bank. • Oversee generating and sending customer statements. • Oversee follow up on past-due accounts. • Oversee maintaining customer sales tax certificates ________________________________________ III. Reconciliation & Daily Processing • Oversee recording of daily bank activity. • Oversee reconciling credit card settlements. • Reconcile deposits of each Book Center and Exhibit location; record journal entries in the accounting system • Prepare documentation for period-end review as requested by supervisor. ________________________________________ IV. Payroll Processing Support • Back-up support for payroll processing as requested by supervisor. ________________________________________ V. Purchasing & Operations Support • Compile seasonal purchasing data. • Prepare spreadsheets and order forms. • Track vendor policy updates. • Prepare draft reports on sales and purchasing. ________________________________________ VII. Records & Office Management • File financial documents. • Prepare files for annual shredding. • Maintain organized record retention systems. • Provide general administrative and correspondence support. • Maintain orderly workspace. • Willing to expand role at the request of supervisor. ________________________________________ VIII. Confidentiality & Security • Follow all data security protocols. • Maintain strict confidentiality. ________________________________________ Qualifications • Bachelor's degree in Accounting, Business, or related field (preferred). • Experience with accounting systems and spreadsheet software. • Strong attention to detail and accuracy. • Ability to manage multiple deadlines. • Professional communication skills. • High level of discretion and confidentiality.
