Banking/Accounts Receivable
- Verifies daily credit card receipts to ensure receipts are deposited to bank merchant account.
- Verifies weekly cash receipts and bank deposit performed by Administrative Assistant.
- Reviews daily bank activity, transfers funds between bank accounts as needed, verifies payroll and payroll tax withdrawals and payments to QuickBooks general journal entries.
- Researches and makes decisions on whether to approve or deny any positive payee exceptions each morning on online banking site.
- Tracks cash receipts and credit card receipts weekly on Excel worksheets.
- Enters bank deposits, property tax distributions and other checks and ACH deposits into QuickBooks and various Excel worksheets.
- Reconciles cash and credit receipts monthly and creates a general journal entry to QuickBooks to record monthly income.
- Reconciles credit card activity to the bank merchant account monthly.
- Reconciles cash and credit receipts monthly to operational reports (Polaris and Envisionware).
Accounts Payable
- Collects and codes invoices, delivered by mail, email or online, and enters data accurately into QuickBooks.
- Collects approved credit cards transaction sheets, verifies approval, receipts and expense coding, and enters data accurately into QuickBooks.
- Collects approved Amazon invoices, verifies approval and expense coding, and enters data accurately into QuickBooks.
- Reconciles credit card, Amazon, Baker & Taylor, and other vendor statements monthly to QuickBooks.
- Prints checks twice monthly, downloads check report to Excel, verify payee names, and uploads check file to bank for use with positive payee service.
- Creates and sends remittance emails to Amazon and Baker & Taylor after checks have been signed.
- Collects IRS form W-9 from vendors/contractors, verifies information with IRS, enters into QuickBooks, and creates data file needed for State of Illinois New Hires and for annual IRS Tax Forms 1099s.
Annual Budget
- Assist Director with budget creation.
- Creates budget worksheet and enters budget information in Excel.
- Enters approved budget numbers into QuickBooks.
- Provides monthly to actual to budget analyses on various expense accounts using QuickBooks and Excel pivot tables.
Auditor
- Prepares confirmation letters for auditor.
- Reviews general ledger for the fiscal year and make corrections if necessary prior to creating reports.
- Coordinates with other staff to get reports and information needed for the audit.
- Print reports needed from QuickBooks and other sources.
- Provides or gathers other information as requested by auditor
Board of Trustees
- Runs various QuickBooks reports as needed for monthly Board meeting packet.
- Creates Cash Flow Projections Report from QuickBooks report and Excel worksheet and adjusts report as needed to present accurate future cash flow for monthly Board packet.
- Answer questions presented by the Board.
Other
- Verify employee expense reports and provides Administrative Services Coordinator with summary report so that employees get reimbursed via payroll. Creates and enters expense report general journal entry into QuickBooks.
- Responds to financial-related FOIA requests as needed.