The Staff Accountant organizes and coordinates administration duties and serves as the point person for office management. The position works with the Finance Office, Development Office and performs other administrative duties as assigned. Position requires an understanding of the nonprofit field, understanding of bookkeeping procedures and computer applications, and the ability to quickly learn new systems and operate in a dynamic environment. Duties include overseeing accounts payable, accounts receivable, bank reconciliations, general ledger posting, audit preparation, and employee benefit enrollments.
The Office Manager/Bookkeeper:
• Reports to the CFO/Controller and serves as a member of the Finance department.
• Collaborates with the Facilities Manager on maintenance and ordering.
• Interacts daily with all Snow Drive staff.
DUTIES & RESPONSIBILITIES
• Receives and enters all accounts payables. Prepares invoices, checking for accuracy and proper coding of expense and departments codes.
• Enters all deposits into Blackbaud Financial Edge/NXT and Excel external reports.
• Performs reconciliation between Development and Finance to ensure accuracy and completeness of records.
• Prepares and electronically files monthly sales tax reporting with appropriate tax jurisdictions, and maintains all sales tax exemption vendor files.
• Maintains retention schedule of all documents.
v• Assists management team with any financial reporting needs.
• Assists in yearly audit, gathers all paperwork as directed by CFO or auditors.
• Facilitates distribution, collection of receipts, and entry of credit card statements
• Assists with the annual budget process.
• Additional duties and special projects as assigned.
Human Resources Support
• Ensuring background and reference checks are completed
• Preparing new employee files, including collecting employment and tax information
• Overseeing the completion of compensation and benefit documentation and conducting the benefit enrollment process.
• Orienting new employees to the organization (setting up a designated log-in, workstation, email address, etc.)
• Serving as a point person for all new employee questions
• Processing payroll, which includes ensuring vacation and sick time are tracked in the system
• Facilitating resolutions to any payroll errors
• Maintaining current HR files and databases, updating and maintaining employee benefits, employment status, and similar records
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Completing termination paperwork and assisting with exist interviews
• Ensure that FMLA, ADA, EEOC,WC reports are being properly recorded.
• Additional duties and special projects as assigned.
• Maintains relationships with vendors and facilitate maintenance and repairs for facilities, copy machine, computers, printers, network and telephone system.
• Setup extensions, assist staff with issues, and share best practices on phone system usage.
• Facilitates maintenance and repairs for fleet of vehicles and set up proper procedures for checking out vehicles and reporting of issues.
• Assists in the development and implementation of new procedures and practices.
• Produces procedure manuals, process documentation, and training for staff and others as needed.
• Ensures common areas, kitchen and administrative hall appears neat and professional at all times.
• Provides administrative support for events and campaigns.
• Provides on-site support at fundraising events as needed.
• Assists in donor stewardship to generate timely and accurate acknowledgement letters for donors.
• Assists with monthly census reports.
• Provides general office support as needed.
• Possess thorough and current knowledge of GBHS and articulate information to the public.
• Coordinates special projects as assigned.
• Provides support in other departments as assigned.
• Bachelor's Degree in Business, Accounting, Finance, or other relevant degree program
• Minimum of 1-3 years of relevant work experience
• Must have working knowledge of Blackbaud Financial Edge and/or Financial Edge NXT, ADP Workforce NOW, and their typical functions.
• Must be proficient in Microsoft Office and possess an ethic of accountability in the workplace and providing excellent customer service.
• Possess excellent verbal and written skills
• Ability to interact professionally with stakeholders and demonstrate good judgement
• Ability to prioritize tasks and focus on multiple projects and deadlines simultaneously
• Ability to overcome challenges and problem-solve
• Must be a self-starter with ability to work independently and as a member of a team
• Commitment to GBHS mission and values
• Vehicle and valid driver’s license and must be willing to use them on occasion as job duties require
Requires the physical mobility to sit and walk for moderate periods of time and to occasionally carry or lift objects weighing up to 10 pounds; ability to work well in a team environment; meets minimum general requirements for GBHS employment as set forth in GBHS employee handbook.
Basic office setting. Must be able to work in an environment that has animals of all types (cats, dogs, rabbits, birds, etc). May have exposure conditions such as animal feces, urine, etc and foul odors. May be exposed to animal dander, parasites and infectious diseases than can be carried and transmitted by animals. Must be able to work in an environment that provides humane euthanasia of animals.
The Greater Birmingham Humane Society’s (‘the GBHS”) Adoption Counselors (“the Counselor”) are the primary point of contact with visitors to the shelter. They are responsible for cordially greeting visitors, answering the telephone, and facilitating adoptions of the GBHS animals, including processing paperwork, accurate data entry, and adopter follow up. Adoptions counselors also assist in the cost-effective, sanitary, efficient and humane operation of the shelter. The Counselor assists animal care technicians by performing work related to caring for the GBHS’ animals, restocking supplies and cleaning chemicals, maintaining accurate shelter records, and providing excellent customer service to citizens. Receptionist duties as needed.
• reports to the Adoptions Manager and serves as a member of the adoptions team.
• works closely with the animal care team to help find the best match between potential adopters and the animals.
• interacts daily with veterinarians, clinic technicians, veterinary student externs, volunteers, the general public, and potential adopters.
DUTIES & RESPONSIBILITIES
The GBHS Adoption Counselors primarily work to find forever homes for the animals in our care. Prior to opening each day, Counselors assist Animal Care Technicians with cleaning, sanitizing and setting up of all kennels.
Morning Animal Care Duties
• Humanely handles all animals and ensures the identification of all shelter animals with appropriate tags or bands before kenneling and/or adopting.
• Provides care for the animals by cleaning their cage or kennel in a thorough and sanitary manner to prevent the spread of any infectious diseases, and by feeding each animal in accordance with their dietary requirements and posted feeding procedures.
• Develops a general knowledge of animals’ behaviors, temperaments and personality traits to assist prospective adopters in finding an animal that matches their household and family situations.
• Assists with maintaining the laundry requirements for respective areas. Ensures that all animals’ articles, bedding, dishes, and toys are washed and disinfected daily.
• Assists with daily observations of medical and behavioral issues of animals in our care by paying careful attention for signs of sickness, stress, aggressive behavior, and/or injury. Reports findings to supervisor and/or medical staff.
• Maintains records to ensure accuracy, timeliness and completeness.
• Checks and maintains supplies and equipment. Communicates inventory and supply needs as well as maintenance issues to supervisor. Stocks needed supplies in respective areas.
• Assists clinical staff in the medication and medical treatment of animals as prescribed by the veterinarian if requested.
• Maintains a high level of communication with all GBHS staff and Volunteers
• Assists in the training of adoptions volunteers. Coordinates duties with volunteer groups and community service workers in a professional and customer service manner.
• May move animals from animal holding kennels and/or transport vans to adoption kennels and vice versa.
• Works collaboratively with staff to determine if animals are appropriate for adoption.
• Greets all visitors to the GBHS with enthusiasm, a professional demeanor and an offer to provide assistance or answer questions.
• Works with prospective adopters to complete the application. When a visitor expresses an interest in seeing animals, the adoption specialist facilitates the meeting between prospective adopter and animal(s) and assists in the decision-making process.
• Once an adoption has occurred, ensures that all paperwork is accurately completed, that materials in the adopter packet are reviewed with adopter(s) and that information is entered accurately and in a timely fashion in the database.
• Within one week of the conclusion of an adoption, may be requested to follow up with adopters to answer questions and check on the transition of the adopted animal into his/her new home.
• Assists in preparing kennel cards and profiles for use on the GBHS’ website.
• Assists in conducting off-site adoption and promotional events, as requested by the Adoptions Manager and/or the Chief Program Officer.
• Assists in compiling statistics on number of visitors, length of stay and other reports, as requested by the Adoption’s Manager.
• Other adoption-related duties as requested by the Adoption’s Manager.
• Represents the GBHS in a professional manner in all situations.
• Shall perform other duties as assigned.
• A passion for the mission of GBHS and a sense of humor are required.
• High school diploma or GED equivalent.
• Ability to perform physical work involving standing for long periods, carrying animal crates, bending, scrubbing, mopping, walking quickly, reaching, squatting, and lifting up to 75 pounds with reasonable accommodation.
• Excellent interpersonal and communication skills.
A positive attitude and ability to get along with others.
• Knowledge of animal handling and communication preferred.
• Experience working in a kennel environment preferred.
This work is performed in a high noise level area. Exposure to industrial cleaning chemicals, fumes, dust, animal feces, zoonotic (human to animal) diseases, bites and scratches. Weekend shifts may be required. Safety procedures must be adhered to at all times.
The GBHS is an equal opportunity employer. It is the policy of GBHS to provide EEO to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.