Posted January 25, 2016

ADMINISTRATIVE SUPPORT – ACCOUNTING & DEVELOPMENT (FT)

JOB OVERVIEW

Basic accounting experience is required with demonstrated knowledge of database software, Blackbaud preferred. Position will provide support to multiple departments – accounting, development, and retail, assisting with various tasks related to customer service, data entry and financial recordkeeping. The ability to exercise sound judgment, work independently or with others as assigned, and provide superior customer service is essential. All duties are to be performed in accordance with the policies and procedures of the National D-Day Memorial Foundation. On occasion, some evening and weekend hours will be required. If interested, send resume with cover letter to National D-Day Memorial, Attn: HR, PO Box 77, Bedford VA 24523 or email This email address is being protected from spambots. You need JavaScript enabled to view it. by February 26, 2016. No phone calls please. EOE.

ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following (other duties may be assigned):
General Office Duties:

Field incoming calls, greet visitors, and respond to customer inquiries.

Coordinate schedule with affected department director(s) and co-workers to ensure adequate office coverage.

Retrieve messages from general voice mail as well as general email account, and forward to appropriate personnel.

Coordinate with co-workers the collection, process, and delivery of mail, bank deposits, and interoffice communications.

Maintain office supply inventory by determining needs, researching and compiling estimated cost, submitting purchase requests, and purchasing supplies or materials for all departments as requests are approved.

Help maintain office equipment to include replacing paper, changing toner and printer cartridges, ordering postage, and troubleshooting equipment malfunctions as needed.

Assist with various mailing initiatives to include copying material, package assembly, and transport to post office or other form of delivery service.

Assist in the coordination of daily back up process for computer system(s).

Run business related errands as needed or requested.

Other duties as assigned by management.

Accounting Office Duties:

Assist in the purchase request process by assigning purchase order numbers for approved expenses, maintaining associated spreadsheets, and filing approved documents.

Perform duties related to accounts payable, cash receipts, and general ledger accounts using the Financial Edge software.

Match purchase order requests to invoices, enter into the Financial Edge, and allocate appropriately for payment processing.

Audit Daily Reports, confirm bank validation, note journal entry reference, and enter cash receipts.

Audit Raiser’s Edge batches to verify accuracy and note journal entry reference.

Reconcile bank statements, including credit card transactions, in preparation for monthly financial reporting.

Manage and reconcile petty cash account(s).

Provide support to payroll administrator by collecting time sheets, calculating totals, and verifying signatures.

Perform duties related to accounting file management and maintenance.

Development Office Duties:

Coordinate mail processing by collecting, opening and sorting mail as directed by management.

Receive payments and maintain records for donations, ticket sales, and Foundation related activities.

Assist in the accurate maintenance of constituent records using the Raiser’s Edge software.

Assist in the gift recording process by reviewing donor correspondence to determine donor intent, accurately processing donor contributions to ensure funds are properly allocated, and provide donor with appropriate recognition, acknowledgement, and tax information.

Assist in the distribution process for membership cards, sending reminders for renewal, and preparing appropriate documentation.

Assist in maintaining hard copy and electronic donor files in accordance with institutional document retention policy, donor privacy policy, and audit compliance.

Assist with Foundation events to include set-up/clean-up, or provide other support as assigned by management.

Retail Operations:

Provide customer service assistance in retail facility as coordinated by management to ensure adequate coverage.

Process purchases using a POS cash register accepting appropriate payment and making accurate change.

Assist in the maintenance of accurate records such as those related to sales, purchase requests, inventory control, and opening/closing procedures.

Assist with inventory maintenance and purchasing by monitoring stock levels and communicating merchandise needs.

Assist with receiving merchandise, verifying totals then tagging and displaying merchandise for sale.

Assist in the set up of aesthetically pleasing displays and keep shelves adequately stocked.

Assist manager in timely shipment of phone orders.

Assist manager in timely shipment of phone orders.


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