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Fiscal and Project Support

Company: National Indian Child Welfare Association
Close: June 16, 2014
Status: Full-time
Compensation: $31,000 to $38,499 Levels I and II

Description

Classifiication: Administrative, regular, permanent, full-time, non-exempt
Supervisor: Operations Manager

The fiscal and project support staff for the National Indian Child Welfare Association is responsible for providing sound fiscal, logistical, and administrative support of NICWA’s work activities, including financial, human resources, grant/contract, and travel activities. The following specific responsibilities must be carried out:

  1. Helps to ensure that financial transactions are performed according to Generally Accepted Accounting Principles, OMB Circular A-122, OMB Circular A-133, and NICWA fiscal policies, keeping all financial and personnel transactions confidential
  2. Supports the the human resources supervisor on assigned administrative tasks in an accurate, timely, and professional manner
  3. Ensures that travel logistics for staff, consultants, board of directors, and others representing NICWA are arranged in a professional and timely manner
  4. Ensures that all assigned event planning and administrative work is prepared, planned, and completed in an accurate, professional and timely manner

Responsibilities

  1. Assists the financial services manager with monthly payroll by issuing and retrieving employee timesheets and distributing pay checks and/or pay stubs

  2. Reconciles and processes all invoices for services, sales, fees, and reimbursements; posts amount to monthly accounts receivable journal, tracks payments in a timely manner; makes consistent collections to minimize bad debt expense; and prepares and forwards the end-of-month reports to the financial services manager

  3. Prepares and records all incoming cash, checks, and credit card transactions for bank deposit and is responsible for taking the deposit to the bank

  4. Assists the financial services manager with payment of bills, ensuring that expenses are charged to correct accounts and funds, obtains management review and approval on check requests, provides coaching to other staff related to NICWA’s fiscal coding system, and forwards required information to the financial services manager for input into the MIP system

  5. Distributes checks and maintains accurate and complete vendor and contract files; purges files as needed or required

  6. May be called on to assist with compiling information for reports or presentations, e.g., monthly financial reports, audit documents, contract reports, annual audit, quarterly reports for the board of directors, and the annual budget proposal for the board of directors; ensures all documents are accurate and submitted within a timely manner

  7. Assists human resources supervisor with administrative tasks including processing new hire and termination paperwork, administering benefit plans, posting job openings, scheduling interviews, planning meetings, maintaining personnel files, and preparing personnel documents in an accurate, timely, and professional manner

  8. Performs administrative support tasks, such as word processing, working with spreadsheets and database information, scanning contracts, photocopying, filing, transferring data from previous fiscal years, disseminating materials, setting up conference calls, broadcast faxing and/or emailing, and scanning with accuracy in a professional and timely manner and provides backup support for other support staff

  9. Composes letters, memoranda, meeting minutes, and other business documents, assists in the design and layout of brochures and flyers, and types and finalizes rough drafts, making spelling, grammatical and formatting corrections on a variety of documents in an accurate, professional, and timely manner

  10. Processes recommendations from project lead staff on the provision of technical assistance, training, and consultation on a variety of contracts and projects and maintains documentation of event planning

  11. Makes arrangements for recommended consultant(s) and contractors who provide technical assistance, consultation, and training; confirms negotiated fee and travel details with lead staff, and follows up with necessary documents to confirm the consultant(s) participation

  12. Makes travel arrangements for consultants, presenters, grantee staff, NICWA staff or others, such as constituents, ensuring to the best of his/her ability that the traveler encounters little or no problem in getting to and from the assignment and that transportation fares and other travel costs are purchased to the best advantage of NICWA

  13. Works with other project support staff to arrange for travel advances, distributing the advance checks, and follows up on travel expense report reconciliation

  14. Works with project managers on facility specifications, such as meeting rooms, banquet and/or catering services, and lodging, including negotiation of hotel/facility and other supplier agreements to the best advantage of NICWA

  15. Generates materials, such as name badges, handouts and/or manuals and other required supplies, ensuring they are shipped to the site ahead of time and available for use when needed

  16. Ensures accurate and timely entries of various project data into the Access database system

  17. Provides routine updates on current workload and other activity to the immediate supervisor as well as giving progress reports on assigned projects to the NICWA staff whom they support

  18. Performs other duties as assigned, such as representing NICWA on various internal and external teams and committees

Qualifications

  1. Associate or bachelor’s degree in business management, human resources, accounting, or related field; or equivalent specialized experience, 

  2. specifically in bookkeeping/accounting

  3. Strong working knowledge of Indian culture, Indian Country, tribal social service systems, and/or tribal government structure

  4. Demonstrated strong organizational skills and ability to manage multiple tasks and conflicting deadlines

  5. Ability to work in a team environment, both in leadership and peer relationships

  6. Demonstrated strong proofreading and editing skills with excellent grammatical skills

  7. Able to capably operate a variety of office equipment, such as a computer, laptop computer, photocopier, scanner, printer, postage meter, etc.

  8. Demonstrated ability to communicate both orally and in writing in an effective, professional, and timely manner

  9. Proficient with Microsoft Excel and Word, QuickBooks Pro, and has ability to be trained to capably use other software programs, such as Abila Fund accounting software

  10. Able to move 25-30 lb. items

  11. Able to travel approximately 5-10% of the work year

Apply

Email résumé, cover letter, six references, and salary history to Melissa Parsons at mparsons@nicwa.org,
fax to (503) 222-4007,
or mail to NICWA, 5100 SW Macadam Ave, #300, Portland, OR 97239.