it Finance/HR Coordinator
Organization Description: WisconSibs, is a nonprofit organization headquartered in Appleton, Wisconsin. The mission of WisconSibs is to "foster a community of support and understanding for brothers and sisters of individuals with special needs."
JOB DESCRIPTION:
In a small office of diverse people and programs, the Finance/HR Coordinator is responsible for maintaining financial, accounting, and personnel services to meet organizational and legal requirements. All tasks require the ability to think and work independently to multitask and balance several ongoing projects, to be self-directed, creative, flexible, highly organized, and professional, to be able to meet deadlines and work quickly and efficiently under pressure, and to have excellent interpersonal skills. This position reports to the Executive Director.
ESSENTIAL FUNCTIONS:
Accounts Payables:
- Receive, review, research, and forward for approval, when necessary, all invoices and
check requests presented for payment.
- Enter, on a timely basis, all invoices and check requests into the accounting system for
payment.
- Perform monthly credit card reconciliations.
- · Ensure the security of credit cards and verify charges.
- Generate checks after review with the Executive Director.
- Coordinate check signers.
- Maintain complete and accurate vendor files.
- Handle staff and vendor inquiries and resolve any issues.
- Review vendor statements.
- Perform annual 1099 reporting process for vendors.
Accounts Receivables:
- Verify deposits and enter them into the accounting system.
- Report fundraising results with the coordinator of the Salesforce database to ensure
alignment with the accounting system.
- Assist in grant budget preparation.
- Record and distribute customer invoices.
- Track grant expenditures and reimbursements to ensure full grant budgets are utilized.
- Communicate with administrative & operations staff to accurately allocate expenses
among grants and programs.
- Maintain complete and accurate files that adequately document grant revenues and
expenses and accounts receivable balances.
General Ledger Maintenance:
- Prepare standard and recurring journal entries as assigned and enter them into the
accounting system on a timely basis.
- Assist with the monthly reconciliation of accounts (e.g., bank accounts & ProPay) and
year-end closing procedures (e.g., compiling the support documentation for Fed 990 &
WI 1952).
- Prepare general ledger reconciliations and reports as assigned.
- Prepare statistical reports as assigned.
- Assist with the preparation of monthly financial reports as assigned.
- Generate and distribute monthly budget variance reports.
- Assist the Executive Director with annual budget preparation, audits, and special projects.
Payroll:
- Receive, review for completeness, research (when necessary) all new hire information,
and enter it into the payroll system.
- Ensure new employees are properly documented. Report new hires with the State of
Wisconsin.
- Receive, review, and research (when necessary) timesheets for all employees.
- Process employee deductions, wage assignments, and employment verification
requests.
- Communicate with staff to resolve any concerns or issues.
- Process payroll monthly, balance payroll, and prepare checks for distribution or direct
deposit if applicable.
- Update and maintain the payroll system with additions, terminations, and corrections.
- Maintain complete and accurate payroll files.
- Monitor eligible employee personal time off balances.
- Perform quarterly Federal Form 941, WI Withholding, and WI Unemployment tax
payments.
- Perform annual W-2 reporting process for employees.
Liaison Responsibilities:
- Prepare monthly/quarterly Finance Committee packet with detailed financial reports
for Executive Director review.
Additional Responsibilities:
- Provide financial information for grant applications as needed.
- Provide financial information for use in the Annual Report as needed
- Provide financial information for use in the Annual Report as needed.
- Respond to requests for financial information from families, employees, and outside
contractors/payors.
- Manage the repair/maintenance of office equipment.
- Maintain insurance coverages.
- Assist in the coordination of fundraising/ program events.
- Provide backup support for other administrative personnel, as needed.
- Other duties as required or assigned.
- Continuing Education to include, but not limited to, QuickBooks, Microsoft 365,
Salesforce, and other courses that relate to the running of WisconSibs as appropriate.
Qualifications:
- College degree preferred in Accounting, Business Administration, or similar qualification
(Related experience considered instead of education) (Non-profit preferred)
- Previous experience in payroll and financial management is preferred.
- Advanced QuickBooks Online experience is strongly preferred.
- Experience with CLTS/CCOP/WPS programs is strongly preferred.
- A high degree of expertise in Microsoft Office products, including Word, Excel, and
PowerPoint.
- Google Product Suite and the ability to help troubleshoot staff questions.
- Minimum three years experience in bookkeeping/accounting/ payroll administration
(Non-profit preferred).
- Excellent organizational skills, including the ability to prioritize work and handle multiple
tasks simultaneously
- • Analytical and problem-solving skills.
- Excellent communication skills, both verbal and written.
- Ability to establish and maintain effective working relationships with staff, Board
members, volunteers, vendors, and other related agencies.
OTHER REQUIREMENTS:
- Must be able to lift and move storage boxes and office supply materials.
- Must be able to operate in an environment where interruptions can frequently occur.
Job Type: Part-time
Pay: $20.00 - $23.00 per hour
Expected hours: 20 – 25 per week
Experience level:
Schedule:
Work setting:
Ability to Commute:
- Appleton, WI 54911 (Required)
Ability to Relocate:
- Appleton, WI 54911: Relocate before starting work (Required)
Work Location: Hybrid remote in Appleton, WI 54911