Accounting Assistant

Essential Job Duties:

• 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.

How to Apply

Please submit a resume, fill out an application and send to:

Library Director Wauconda Area Library 801 N. Main Street Wauconda, IL 60084 [email protected]

Application Contact

Elizabeth Greenup

[email protected]

Apply To

https://www.wauclib.org/about/employment