Job Title: Office Coordinator
Salary Range: $48,000 - $52,000
MISSION: For more than 50 years, the Conservancy of Southwest Florida has been a leading environmental advocacy organization dedicated to protecting southwest Florida's water, land, wildlife, and future.
BENEFITS: Benefits include: Healthcare insurance including medical, dental, and vision. Life insurance, 401k program, telemedicine, and short and long-term disability. Paid time off includes 12 days vacation, 4 days personal leave, 8.5 days holiday, and up to 12 days sick leave per year. The Finance office is situated on our beautiful campus next to the Gordon River Greenway. Employees receive complimentary kayak usage and eco-cruise tickets, discounts in our Welcome Center store, and staff membership, including reciprocal benefits with other Nature Centers. Remote work is not available with this position.
PURPOSE OF JOB: Provide office coordination and business administration to the Conservancy’s Finance/Business office. This role supports the Assistant Controller and will assist with financial and business administration, prepare reports, update financial data in systems, process business transactions, expense reports, and receipts, and provide other assistance as needed. Career and professional development growth, and training opportunities are available with this role.
- Coordinate and support all business administration in the Finance/Business Office.
- Responsible for processing invoice payments, and ensures supporting documentation, and budget code, are submitted with the invoice for payment.
- Deposits all incoming checks through online banking, including writing deposit slips and running checks through check machine to bank.
- Inputs all deposit information in Cash Receipts module that are not for Altru.
- Daily balances of gift shop, admission desk, and kayak rental receipts with end-of-day recap including cash, checks, and credit cards
- Maintains business accounts/credit card purchases, and reconciles monthly statements with receipts.
- Serves as central purchaser for organization’s office supplies and works with vendors to secure best pricing.
- Troubleshoots and resolves any variances/issues with vendors, bankers, software suppliers, etc.
- Performs bank reconciliations.
- Maintains schedule of Accounts Receivable for General Ledger.
- Processes payroll including review of submitted timesheets and time-off requests; prepares all reports in relation to payroll as required.
- Import payroll into Financial Edge, prepare Fringe Benefit entry monthly
- Post Journal Entries for monthly closing
- Processes Internship Trainee stipend payments and staff reimbursements, and balances dormitory room-deposit account.
- Collaborates with Human Resources in managing and recording all employee records in payroll system; including new hires and exits.
- Manage and replenishment of all corporate/department Petty Cash Accounts.
- Provides cash statement to CFO on a daily basis.
- Manages 1099 vendor information and prepares year end 1099 forms.
- Assists the Assistant Controller with monthly processes.
- Assists the Assistant Controller with monthly journal entries for closing of month.
- Assists in audit with preparation of required schedules.
- Sorts and distributes incoming mail; opens and processes checks received.
- Prepares and transcribes minutes for monthly budget and finance meetings.
- Oversees Bulk Mail Account and postage meter funds; acts as troubleshooter to resolve postage meter and credit card machine issues.
- Provides support to the Human Resources team, with seasonal employee celebration events and socials.
- Bachelor's degree (B. A.) from a four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.
SKILLS AND ABILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
- Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
OTHER SKILLS AND ABILITIES:
- Excellent organizational and interpersonal skills.
- Ability to work independently and as a team member.
- Accuracy and attention to detail essential.
- Strong oral and written communication skills and proficiency in proofreading.
- Ability to maintain confidentiality.
CERTIFICATES, LICENSES, REGISTRATIONS:
- Valid driver’s license and good driving record.
PHYSICAL, DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Physical demands: While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision, the ability to adjust focus.
Work Environment: The work environment characteristics described here represent those employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
Department: Finance - Reports To: Assistant Controller
Posted: 04.06.2023
