Accounting/Admin Assistant

JOB SUMMARY

This position is responsible for the Accounts Receivable and Accounts Payable functions of the District. It also serves as a backup to the payroll function, and a support to the overall Accounting operations of the District. In addition, the position is responsible for performing generalized duties in support of all of Mandan Park District's Departments.

JOB DUTIES/RESPONSIBILITIES

Accounts Receivable

· Generate daily cash and credit card reports from multiple point of sale systems

· Count cash deposits from various departments and reconcile to POS reports, investigating any discrepancies

· Record all receipts batches in accounting software

· Prepare bank deposits daily or as needed

· Prepare customer invoices, record payment, follow up on outstanding balances

· Prepare monthly rental invoices to user groups and pledges for capital campaigns

· Record invoice payments in the Accounting software

· Provide monthly Aging Report to Accounting Manager

· Provide contribution statements to donors in accordance with Federal regulations

Accounts Payable

· Receive and record invoices for payment

· Reconcile vendor statements and follow up on outstanding invoices

· Mail invoices after monthly board approval

· Reconcile purchasing card receipts with monthly statements, follow up on missing receipts, and record for payment

· Maintain expense tracking spreadsheets for various projects

· Request and maintain W-9 forms from vendors

· Assist with annual 1099-NEC and 1099-MISC tax reporting

· Scan all invoices and credit card receipts to Papervision database

Payroll

· Utilize the Paycom payroll system and serve as a backup to the Payroll Accountant with the ability to process payroll if needed

· Assist with maintaining Payroll and Personnel files in accordance with state and federal laws

· Maintain confidentiality with employee personnel and payroll records

Other Accounting Duties

· Assist with insurance and asset records

· Assist with maintaining and following the Park District's record retention schedule

· Assist with the preparation of financial and budget documents

· Assist with providing requested documents and information for the District's annual financial audit

· Comply with District's Accounting Policies and Procedures, including adherence to internal control requirements

· Maintain a high level of accuracy in all accounting records

Admin/Other Departments

· Answer multi-line telephone system and direct phone calls through the District; distribute mail

· Serve as the general hub for communication for the District

· Provide exceptional customer service skills over the phone and in person, with our customers and internal departments

· Manage shelter rentals

· Assist all Mandan Park and Recreation Departments with various projects as needed

MINIMUM EDUCATION AND EXPERIENCE

· Associate’s degree in business, accounting or a related field.

· 2-3 years of experience in office related work preferred.

KNOWLEDGE, SKILLS AND ABILITIES

· Modern office practices and procedures

· Computer experience required

· Oral and written communication skills

· General accounting knowledge.

· Must have valid driver’s license

· All candidates are subject to a background check and must pass a drug and alcohol test

SUPERVISORY

This position does not supervise others.

WORK AND PHYSICAL DEMANDS

Most work is performed in an office setting. May occasionally have to lift light objects.

WORK HOURS

Employee is full time and is schedule for 40 hours. Most work hours are performed between 8:00 am – 5:00 pm Monday – Friday. Some instances may require work to be performed evenings or weekends.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $33,600 - $42,600