Summary:

Responsible for completing a variety of accounting and administrative functions with a concentration in accounts payable and providing clerical support in other daily accounting operations. including payroll, accounts receivable, cash receipts, and month end processing.

Essential Duties and Responsibilities:

• Accounts Payable
  • Processes purchase requests (including employee expense reimbursements), mileage reports, and invoices.
  • Reconciles corporate credit card statements and ensures proper paperwork and approval are received for all charges.
  • Prepares monthly lease rent payments.
  • Prepares paper checks and online payments to vendors based on invoice and reimbursement due dates.
  • Prepares annual Form 1099 filing.
  • Performs other accounts payable related tasks as necessary.

• Payroll
  • In each payroll cycle, processes payroll on HRIS/Payroll systems (or other payroll apps that the agency utilizes) including reviewing employees’ timesheets for accuracy, completeness, and proper approval, entering adjustments as necessary, reconciling salary/wage totals, submitting payroll, and communicating to ProService (HR/Payroll service provider) for any issues and corrections needed (or any other service provider and/or Director)
  • Imports payroll journal entries from HRIS/Payroll systems to the accounting system and reconciles imported transactions to invoice total.
  • Prepares 401K tracking report in Excel, submits 401K employee contributions and employer matching online to Empower (401K processing app), and enters 401K journal entries in the accounting system.
  • Reconciles employee PTO balances and maintains PTO tracking spreadsheet.
  • Communicates to and resolves HRIS/Payroll systems issues with ProService payroll coordinator. Performs other payroll related tasks as necessary
• Accounts Receivable
  • Prepares monthly invoices as applicable and required by funding agencies such as the State of Hawaii Early Intervention Section.
  • Enters medical insurance billing and program service fee invoices in the accounting system and processes payments from insurance carriers and copays.
  • Enters invoices for Preschool tuition and other fees.
  • Works with Preschool tuition subsidizing agencies and families for tuition payments.
  • Tracks tuition balances and communicates to Preschool Director and Managing Director of Finance for past due balances.
  • Maintains Preschool billing spreadsheet to track student enrollment, parent payments, county subsidies and subsidies from other agencies.
  • Performs other accounts receivable related tasks as necessary.
• Cash Receipts
  • Provides funding source coding on cash receipt log for all incoming payments by cash and check.
  • Deposits cash and check in the bank account at least once a week.
  • Enters cash and check payments and apply them to accounts receivable invoices (if applicable) in the accounting system.
  • Enters electronic fund transfer payments from various funding sources in the accounting system.
  • Performs other cash receipts related tasks as necessary.
• Month End Processing
  • Completes prepaid expense and prepaid insurance schedules and reconciles balances from the prepaid schedules to balances in the accounting system.
  • Prints monthly postage usage report and enters postage expense in the accounting system.
  • Maintains ferry ticket log and records ferry ticket expense in the accounting system.
  • Prepares monthly journal entries to apply prepaid as expenses to respective programs and funds.
  • Prepares other month end processing related tasks as necessary.
• Administrative Functions
  • Maintains confidentiality of all records and information.
  • Participates, as necessary, in various fundraisers and other agency out-reach activities that serve to increase the credibility and visibility of Imua Family Services in the community.
  • Completes other duties as assigned by Supervisor.
  • Supervisory Responsibilities: This position has no supervisory responsibilities.

Employee Standards:

• Customary Compliance
  • Adheres to agency rules, policies, procedures and objectives.
  • Assists in care and maintenance of agency equipment and supplies.
  • Provides proper notification when late or absent.

• Fiscal Responsibility
  • Adheres to administrative procedures for the agency.
  • Manages equipment, materials, supplies and time within budget.
• Quality Improvement
  • Uses the values, philosophy, tools and techniques of quality improvement to support the organization’s quality in all daily work.
  • Actively participates in quality improvement education.
  • Actively participates in committees, teams, and task forces as requested.
  • Develops action plans for performance improvement and understands what is necessary in order to meet agency’s need and expectations.
• Mission
  • Exhibits a commitment to the organization’s mission.
  • Demonstrates the ability to interact in a positive and helpful manner with participants, visitors, volunteers and staff.
  • Respects the dignity of all by maintaining their privacy, confidentiality and appropriate boundaries.
  • Reflects commitment to building a supportive work environment and maintains a positive attitude in the work place and toward the job.
  • Projects a good image in dealing with the public and is willing to make an extra effort to help build a quality and caring social services organization.
  • Demonstrates the ability and sensitivity to work with diverse cultures within the community.

Effective Communication

• Demonstrates effective communication skills by conveying necessary information accurately and concisely, listening effectively, and asking pertinent questions.
• Communicates effectively both verbally and in writing with other programs and staff as well as can read and understand written material and write effectively to meet the job requirements.

Staff Relations

• Establishes and maintains cooperative relationships with participants, staff, and others using a humanistic attitude (anticipates needs, is respectful, caring and courteous).
• Interacts with fellow workers in a way that promotes a harmonious and cooperative working environment.

Qualifications:

Other qualifications listed below are needed to adequately fulfill essential job duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Clear Criminal Background
• Clear Child Protective Background
• Current TB clearance
• Current and valid driver’s license

• Education and/or Experience
  • High school diploma/GED required with at least 1 year of related experience.
  • Associate Degree in Accounting or equivalent preferred.
  • Experience with online payroll and MIP Accounting systems is preferred.???????
• Language Skills
  • Ability to read and comprehend instructions, correspondence, and memos.
  • Ability to write correspondence.
  • Ability to effectively present information in one-on-one and group situations with clients, community partners, vendors, agency personnel and Board members of the organization.
• Reasoning Ability
  • Ability to apply common sense understanding to carry out detailed written or verbal instructions.
  • Ability to apply problem solving skills in concrete and variable situations
• Computer Skills
  • Knowledge and understanding of Microsoft Office software, specifically the ability to work with Word and Excel.

Physical Demands:

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 the essential functions.

1. General

In performing the duties of this Job, the employee is regularly required to sit while working on the computer or answering phones. Mostly sedentary work, employee may occasionally be required to reach, stoop, bend, kneel, and crouch. The employee should have manual dexterity to be able to file, type, and accomplish general office tasks specific to job duties of this position. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

2. Travel

Available to travel on occasion for meetings, seminars, trainings to locations on Maui.

3. Work Environment

Works in a business office with computers, printers, and copiers operating and with co-workers utilizing telephone equipment.

The above information on this description has been designated to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

EEO STATEMENT: As an EEO employer, IMUA Family Services will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. IMUA Family Services hires only U.S. citizens and individuals lawfully authorized to work in the U.S.