Accounting Services Coordinator

Summary of Position:

The Accounting Services Coordinator works under the direction of the Chief Financial Officer (CFO) to support the daily accounting, resident account, representative payee, scheduling, and administrative functions of the Business Services Department. This position processes payments and deposits, maintains supporting financial documentation, assists with resident spending and payee accounts, coordinates selected staff and ministry schedules, and helps ensure Business Office procedures are completed accurately, confidentially, and on time. The Accounting Services Coordinator also serves as a primary Business Office contact when the CFO is unavailable and works collaboratively with the CFO to prioritize daily responsibilities and maintain effective office operations.

Principal Duties:

1. Responsible for supporting daily Business Office accounting and administrative operations.

1. Obtain appropriate approvals and process vendor bills, reimbursements, and petty cash requests in a timely manner.
2. Scan, organize, and save supporting documentation in Microsoft 365 according to Business Office procedures.
3. Reconcile petty cash bags, the petty cash box, and the cash drawer, and help maintain an adequate cash supply for approved needs.
4. Receive and record rent payments, Development Office contributions, and other payments, and enter them accurately into the accounting software.
5. Prepare and make weekly bank deposits.
6. Print or email monthly resident spending statements.
7. Assist with managing and distributing resident spending funds and preparing quarterly resident spending reports.
8. Verify the resident spending spreadsheet against spending envelopes at least monthly to help ensure accuracy.
9. Reconcile Development Office contributions on a monthly basis.
10. Maintain and update Business Office forms and develop a working knowledge of overall Business Office procedures.
11. Orient new staff and receptionists to applicable office procedures and provide training support as needed.
12. Coordinate with the CFO to arrange receptionist coverage or provide coverage when needed.
13. Assist the CFO with additional accounting, administrative, reporting, or special project tasks as assigned.

1. Responsible for supporting organizational representative payee services.

1. Work with beneficiaries and their Resident Support Coordinators to develop and maintain spending plans.
2. Process approved bills and spending checks for beneficiaries in a timely manner.
3. Verify receipt of Social Security and other deposits in the payee account and record deposits accurately in the accounting software.
4. Update representative payee spreadsheets using information from the accounting software.
5. Prepare and provide quarterly account reports to beneficiaries.
6. Assist with communication and documentation requests from the local Social Security office, including annual detail reports, redetermination interviews, and other inquiries as needed.

1. Responsible for coordinating assigned staff and ministry schedules.

1. Manage the weekly weekend team schedule and the monthly evening duty schedule.
2. Manage the monthly Staff Prayer calendar and quarterly Community Devotions calendar and communicate schedule openings or coverage needs to appropriate staff.

Schedule:

This position has the following full-time schedule of approximately 40 hours per week:

1. Weekday Schedule: Monday – Friday 8:00 am – 4:30 pm, which includes a ½ hour break.
2. Weekends: Every fourth weekend (Saturday & Sunday).  A weekday off is scheduled for each weekend shift worked.
3. Evenings: Perform evening duties as scheduled (12:00 to 8:30pm or 12:30 to 9:00pm) on a rotating 4-week schedule.
4. Holidays: Assigned to a holiday team on a rotating schedule of either Thanksgiving, Christmas, or off.

Professional Requirements:

1. The Accounting Services Coordinator handles confidential and sensitive financial, resident, and organizational information.  Maturity, discretion, and the ability to maintain strict confidentiality are required.
2. This position requires strong organizational and administrative skills, attention to detail, sound judgment, and the ability to prioritize multiple accounting and office tasks.
3. The role requires strong written and verbal communication skills, proficiency with computers, and comfort working with financial records.  Experience with accounting software and Microsoft Excel is helpful.
4. This position requires a committed Christian with a heart for working with mentally and emotionally challenged adults in a Christian residential care setting.
5. Driving a vehicle for business purposes may be necessary for this position.  That requires that he/she have a valid driver’s license, an acceptable MVR upon hire, and must at all times meet the guidelines in the Personnel Manual for an acceptable driving record.   

Physical, Social, Emotional, and Spiritual Requirements:

1. Physical: Ability to accomplish the tasks associated with this position is essential, including standing for 7 hours, lifting up to 10 to 30 lbs. frequently, assisting in lifting 40 to 80lbs as needed, frequent motions including but not limited to pulling, pushing, twisting, kneeling, reaching above and below.
2. Social: Strong rapport with staff, residents, families, and professionals is essential.
3. Emotional: Skills of perception, understanding and caring for people are essential.  He/she must be patient, calm under pressure, emotionally stable, and not easily-provoked.
4. Spiritual: In a visible role, this position requires spiritual insight, maturity and patience, which comes out of a personal relationship with Jesus Christ. Pray regularly for spiritual, emotional, and physical wellbeing of residents and for your own insight and wisdom.