Accounting Coordinator

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Job description

This role is responsible for ensuring the accuracy and approval of billing and payment functions, including Accounts Payable, Accounts Receivable, and contract billing. It is also the external-facing A/P and A/R individual.

Requirements

Responsibilities

Finance:

o Accounts Payable:

Verify proper authorization, authenticity, support, and accuracy of invoices and employee expenses.

Enter invoices into the Accounts Payable systems, Intacct & Ramp.

Ensure accurate processing of expenses and reimbursements.

Maintain up-to-date knowledge of company Accounts Payable policies and ensure compliance.

o Accounts Receivable:

Prepare and send invoices to customers, ensuring accuracy and adherence to billing schedules.

Process incoming check payments.

Review the weekly distribution of aging reports and follow up with staff on overdue payments as needed.

Prepare and send weekly deposits to the lockbox or bank for ABI/NICMA/NMPF/CWT.

Prepare monthly out-of-pocket and time contract billing reports.

Generate quarterly and annual invoices for NICMA and NMPF and other invoices as required.

o Primary contact for all staff and vendor inquiries regarding the following tasks.

Respond to inquiries regarding payment status, ensuring timely and accurate communication.

Process and troubleshoot invoices, verifying proper coding and documentation.

Liaise with vendors to resolve discrepancies in billing or payment.

Ensure all financial documents are properly completed and filed for audit purposes.

Assist staff with understanding financial processes and provide training where necessary.

Other Duties:

o Manage the 30-person annual meeting for NICMA.

Coordinate logistics for venue selection, catering, and meeting technology.

Prepare meeting agendas, presentations, and other necessary materials.

Handle invitations, attendee tracking, and follow-up communications.

Collaborate with external vendors to ensure all aspects of the meeting run smoothly.

Manage post-event reporting and feedback collection for continuous improvement.

o Oversee finance mail.

Monitor and respond to incoming emails in the Finance Inbox, prioritizing urgent matters.

Sort, distribute, and process physical mail related to financial transactions and requests.

Ensure all correspondence is addressed and filed in a timely manner.

Track and archive financial documents received through both physical and electronic means.

Education & Experience

o Associate's or bachelor's degree in accounting or related field or equivalent work experience required.

o Able to work in a fast-paced environment and prioritize tasks.

Knowledge, Skills & Abilities

o Excellent communication and customer service skills.

o Ability to effectively multi-task and prioritize

o High level of attention to detail

o Ability to work independently and as part of a team.

o Knowledge of basic accounting principles

o Professional demeanor and good attitude with a "can do" spirit

o Self-starter, good organizational skills with ability to effectively manage electronic files

o Intermediate Microsoft Office skills, especially in Excel

Benefits

7.5 hour work day

Hybrid position, 2 remote days per week

Retirement contribution with an 11% maximum contribution

Generous vacation, sick and personal leave

Office closure between Christmas and the New Year

Free Parking or Metro Benefits

Exceptional health, vision and dental

Short-term, long-term, life and disability insurance

On-site gym

We regret it is not possible to communicate with candidates except those who most closely match our current business needs. Thank you.

The National Milk Producers Federation is an equal opportunity employer and does not discriminate based on race, religion, color, national origin, age, sex, gender, or any other characteristic protected by the law.

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