Business / Bookkeeping Coordinator - Waves, Inc.

Serving under the general supervision of the Chief Operating Officer, this position is responsible for ensuring timely and accurate Business Office activities. The duties of this position include:

• In collaboration with outsourced Bookkeeper, ensure the Business Office functions appropriately including maintenance of the general ledger, accounts payable, accounts receivable, payroll, fixed assets and account reconciliations. Maintain complete and accurate records for all financial activity.
• Prepare and review monthly financial statements and related reports for Chief Operating Officer, in accordance with GAAP.
• Ensure compliance with policies and procedures. Ensure statutory requirements are met.
• Ensure month-end and year-end closings are completed in a timely and accurate manner.
• Serve as the agency’s purchasing agent, placing weekly orders as requested.
• Prepare requested information for the annual financial audit; liaise with the Board's Audit Committee and external auditors as necessary.
• Provide support for program and quality audits.
• Manage cash flow and prepare monthly cash flow forecasts.
• Ensure all records are stored securely electronically in compliance with state and federal standards.
• Ensure that capital assets are properly recorded, amortized, and disposed of.
• Own vendor relationships and serve as point of contact for Program and House Managers for utilities and other residential concerns.

Accounts Receivable

• Prepare and send monthly invoices. Respond to inquiries.
• Report open accounts receivable to Chief Operating Officer monthly.
• Submit remote bank deposits weekly or as needed.
• Submit lost revenue claims in a timely manner, as needed.

Accounts Payable

• Ensure bills are paid in a timely and accurate manner, via the outsourced bookkeeper or manually, as needed.
• Maintain record of passthrough expenses to be invoiced monthly.
• Maintain record of vehicle-related expenses.
• Report outstanding checks to Chief Operating Officer monthly.
• Prepare checks for signature as needed.

Payroll

• Submit biweekly payroll, review and analyze payroll reports, report findings to Chief Operating Officer.
• Manage integration between payroll and accounting platforms.
• Work with Bookkeeper to submit statutory and benefits remittances on time.
• Work with Bookkeeper to issue annual W-2s and 1099s.

Budget preparation

• Support Chief Operating Officer in budget and forecast preparation; enter budget into accounting system.
• Prepare monthly reconciliation reports for Chief Operating Officer.
• Provide requested information to Program Managers in support of funding applications.

Operations support

• Collaborate with Human Resources Manager on the payroll process.
• Assist Human Resources Manager with legislative compliance including employment standards, occupation health and safety, human rights, etc.

Qualifications

Education

• Bachelor’s degree in Accounting, Finance, Business Management/Administration, or related field
• College course work in accounting

Knowledge, skills and abilities

• Demonstrated expertise and experience implementing and maintaining GAAP.
• Demonstrated experience with detailed recordkeeping, including reconciliations.
• Demonstrated ability to review financial information and report findings.
• Excellent keyboarding skills. 10-key a plus.
• Experience and ease with paperless recordkeeping.
• Demonstrated ability to work with accuracy, timeliness and discretion.
• Strong organization, prioritization and time management skills.
• Ability to collaborate and communicate effectively with stakeholders of all levels.
• Ability to work independently and maintain confidentiality.
• Knowledge of federal and state legislation affecting charities.
• Must possess and maintain a valid Tennessee driver’s license.

Expertise in the use of electronic platforms:

• QuickBooks Online
• Paylocity
• Banking
• Payment methods including, ACH, wire transfers, consumer cards and checks
• Payment platforms including PayPal and Stripe
• Microsoft applications, especially Excel
• Zoom

Experience

• 3 to 5 years of progressive financial responsibility
• Experience in nonprofit bookkeeping preferred
• Experience with Tennessee Department of Disability and Aging and/or TennCare a plus

* This position requires sitting at a desk for long periods of time, reviewing electronic and paper documents, accurate computations and the ability to move and lift 25 pounds

Salary range - $48,000 - $52,000