• QuickBooks and/or Bill.com experience highly preferred
• Answering phones, processing accounts payable, ordering office supplies, assist with travel planning as needed

Accounts payable:

• Maintain vendor records including W-9s for all vendors
• Process invoices each week for two entities, obtaining appropriate approvals and check signatures
• Reconcile monthly employee credit card statements, ensuring that all charges are accounted for with accurate coding and receipts
• Record journal entries for inter-company expense transactions
• Maintain supporting documentation for all payments in electronic and/or physical formats
• Prepare data for annual 1099 filings

General office duties:

• Oversee phone service and outgoing messages, including providing phone coverage 2 days/week
• Maintain postage meter, photocopier, and other office equipment
• Coordinate centralized ordering of office and break room supplies, seeking most efficient and cost-effective sources
• Monitor general email inbox, responding to or forwarding messages as appropriate
• Request office repairs and maintenance from building manager as needed
• Manage document storage and shredding in accordance with document retention policy

Chapter support:

• Request, compile, and track annual financial data from chapter affiliates, communicating with chapter Treasurers/leadership as needed for follow-up questions or requests
• Handle all correspondence with chapter Treasurers/leadership
• Send quarterly notifications of dues distributions to chapters
• Compile summary of annual chapter financial data to provide to tax preparers

Executive Director support:

• Assist Executive Director as needed with scheduling and travel plans

Qualifications:

• High School diploma or equivalent required; Associate Degree preferred
• 3 years of A/P payment processing experience in a fast-paced environment
• 1 year of office administration or office manager experience
• Experience with QuickBooks Online and bill.com preferred
• High degree of accuracy and attention to detail, employing detailed documentation
• Solid Microsoft Office skills including Word, Excel, and Outlook
• Excellent verbal and written communication skills to effectively communicate to all levels of the organization
• Excellent customer service skills
• Ability to work independently, take initiative, and be self-motivated
• Work collaboratively with team members and internal/external customers