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Posted: Sunday, March 5, 2017 12:08 AM


About the Job

NEW Job Description

Financial Administrator


Role Description:
This position is responsible for managing the Accounts Payable, and Receivableareas and financial support activities and other duties as may be assigned.

Reporting Relationship:
VP Finance and Administration

Internal Relationships:
External Relationships:

All NEW Staff
Administrative Coordinator
Registration Specialist
Accounting Firm(s)

Duties and Responsibilities

Manage Accounts Payable Activities:

Setup Vendor in Accounting system
Process AP invoices with corresponding check requests and supporting documentation. Check for accuracy, compliance withcontracts and appropriately code the invoices for payment.
Processapproved employee expense reimbursementschecking for appropriate supporting documentation.
Get W-9s for new vendors and upload them into the system.
Manage payables and process Concur expense reports.
Track and research missing checks
Assist in verification of checks paid or credit card receivables cleared.
Ensure accuracy of classification of expenses—working with accounting firm--- and re-class expenses as necessary
Print and mail checks. Process direct deposit for employee reimbursements.

Provide Regional Support for financial activities
Review regional budget vs actuals for all regions. Provides analytical support and makes recommendations.
Manage silent auction process.
Perform analysis in support of regional events and profitability. Share with the regions. Share best practices. Develop appropriate benchmarks. Develop and prepare monthly dashboard.
Review pending check payments due on contracts
Look at ways to improve event and other profitability of the Regions. Share with the regions. Share best practices. Develop appropriate benchmarks.

Maintaining financial records appropriately:
Reconcile all event / partner revenue to general ledger
Oversees accounts receivable write-offs and payment reversals.
Archive Regional Sponsorship Invoice request submission in AMS system with an Invoice number. This ensures that AMS and Accounting systems will tie out.

Facilitate Contract management:
Update accounting system with contract details, payables and expense reports.

Provide administrative support to Learning and Marketing regarding contracts, invoices and payments processing:
Obtain contracts and update system
Set up vendor in accounting system. Request that all invoices and supporting documentation be sent to for faster processing.
Create and process check requests based on contract terms
Generate weekly report showing contracted amounts and payments made by vendor
Obtain approval before making final payment
Reconcile payments made to budget to ensure alignment.
Prepare monthly budget vs actual report. Generate event p&ls

Perform Other Miscellaneous Activities:
Review preliminary financial statements as part of finance team looking for potential issues and or to confirm some known issue is resolved. Resolve issues as necessary.
Perform other duties as assigned from time to time

Education and Work Experience:
Associates Degree
1 to 3 Yearsaccounts payable or accounting administration experience

Specialized Skill and Knowledge
Excellent Computer Skill---Proficiency in the following: Microsoft Office (Word and Excel)and use of Outlook
Excellent Math Skill

Has the traits important to success in the support staff:
 Strong Process Orientation
 Quality Focus
 Highly Organized
 Action/Results Driven
 Member/Sponsor Focused
 Team Participant/Collaboration
 Very Good Communications Skills
 Adapts well to Change
 Values and High Integrity

 Timeliness in Accounts Payable Processing
 Reduction in Turnaround on many of the activities ( Develop more specifics here)

Travel is not required of this job.

• Location: Chicago, Chicago, IL

• Post ID: 50973282 chicago is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017