Reports to:    Director of Finance
Status:            Hourly
Schedule:      Part-time, flexible, average 20-25 hours per week

Position Summary

The Accounting Coordinator is a dynamic role which participates in all areas of the accounting and financial functions, including accounts payables, bank and other balance sheet reconciliations, cashiering, general journal entries, month end closing, inventory, and special projects. 

Primary Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and perform other duties as assigned. 

• • Accounts Payable Processing: (~10 hours/week) Process invoices by obtaining approvals and entering in AP subledger, review corporate credit card purchases & enter in General Ledger (GL), and prepare & process weekly vendor payment batches. 
  • Manage vendor records: (~1 hour/week) Organize digital invoice records, create new vendor accounts, collect current W9s, enroll vendors in ACH and collect ACH details, prepare annual 1099s, and obtain necessary knowledge for compliance with reporting requirements. 
  • Cash Management: (~1 hour per week) Reconcile AP payments & clear weekly receipts and deposits. 
  • General Cashiering: (~2 hours per week) Prepare weekly cash deposits by reconciling daily receipts with cash drops. Scan checks to bank via remote deposit, process petty cash reimbursements, prepare change orders and other misc.   
  • Revenue Reconciliation: (1-2 hours/week) Review daily revenue and sales activity in the Altru daily sales/admissions/donor subledger and transfer activity to GL weekly by preparing and posting a journal entry.  
  • Other Misc Accounting & Finance projects: (~5 hours/week) Various other tasks as assigned; including but not limited to the following: 
    • Assist with month-end closing, including preparing journal entries, completing balance sheet reconciliations, and summarizing department-specific financial summaries. 
    • Support retail team with inventory tracking and internal product transfers. 
    • Support annual audit and 990 tax preparation.

• • Perform duties as needed to support Botanical Garden operations and management team as requested, including participating in team meetings and training.

Success Factors

In conjunction with position-related skills, the successful candidate will become an integral member of the Botanical Garden team with these criteria:

• • Serve as part of a cross-departmental team that delivers a superior guest experience, drives membership, and promotes the Botanical Garden mission and offerings at special events and outreach opportunities. 
  • Develop, maintain, and promote positive and professional relationships with internal staff, volunteers, members, vendors, contractors, media, and the general public in order to achieve departmental and organizational goals. 
  • Maintain a commitment to, and ability to convey, the Botanical Garden’s mission with genuine passion and the willingness to continually learn about the programs and mission.  

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required for this position.       

• • Demonstrate understanding of generally accepted accounting principles, either through secondary education or prior work experience. 
  • Self-motivated individual with exceptional attention to detail, ensuring both efficiency and accuracy in the work product. Exhibit and execute strong time management and communication skills.  
  • Proficiency with computers: demonstrate experience working with Microsoft Office, accounting software (Blackbaud products preferred), and strong Excel skills. Demonstrate adaptability learning new software systems. 
  • Ability to work both independently and with others and maintain a positive attitude. 
  • Eagerness to learn and contribute new ideas and solutions.  

Work Environment and Physical Demands 

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• • Continuous communication and/or interaction with staff, volunteers, visitors, and management 
  • Occasional evening, weekend, and/or holiday work may be required to meet departmental deadlines or to provide staff support to events. 
  • Occasional bending, stooping, reaching, crouching, or light lifting (up to 30 lbs.). 
  • Prolonged periods of time sitting performing administrative functions. 
  • Requires good hand-eye coordination, arm, hand and finger dexterity including the ability to grasp, and visual acuity to use a keyboard, operate equipment and read technical information.  
  • Occasional exposure to wet and/or humid conditions and outside weather conditions.   
  • The noise level in the work environment is usually moderate. 

Revision Date: April 2024