POSITION TITLE: Accountant
MANAGER’S POSITION: Accounting Manager
To provide financial relief by maintaining our customer’s financial records and building a working and personal relationship with the customers you work with.
Offer opinion on overall tone of the customers and what they need or what we can do to be better.
Enter bills to be paid, including but not limited to, expense reimbursements, manual checks, credit card reconciliations, PayPal, memorized transactions and other accounts payables.
Maintain customer (or donor) and vendor records.
Enter all cash receipts and deposits, including but not limited to, sales orders, donations, resource sales, stock donations, online donations, ACH’s, credit card payments, “in kind” donations, invoices and cash receipts.
Make all journal entries.
Complete the Month End Review.
Send Month End report package to customer.
Sending reports to customers as often as they request as well as any special reporting requests.
Be available, the main point of contact and “traffic cop” for any and all customer questions and concerns.
Personal and business customer communications.
Because check runs are every Tuesday and Thursday at 10:00am, all bills to be paid need to be entered into the system within 24 hours of having received them from the customer.
While entering in bills to be paid and / or cash receipts, each customer and vendor touched needs to be verified and updated as necessary.
Because check runs are every Tuesday and Thursday at 10:00am, a mini-bank reconciliation needs to be completed by 8:00am each Tuesday and Thursday for each of your customers.
By the 5th business day of each month, a full bank reconciliation needs to be completed for each bank account for each customer you work with.
Complete semi-monthly payroll journal entries and any necessary adjusting or accrual journal entries as required by the customer.
After bank reconciliations are complete, and before the 10th day of each month, you will need to review and make adjustments to the financials as necessary.
Once the manager has approved the monthly financial reports, and before the 15th day of each month, please complete the month end financial package and send it to the customer.
Because each customer is a little different, and each reporting structure may be a little different, you need to be available to send weekly or monthly reports to customers.
You are the main point of contact for each customer. If you don’t know the answer to a customer question, ask your manager by setting up a task in the PM system.
It is very important that we maintain open communications with each customer. Therefore, you should send an email or make a phone call to “check in” with each customer at least 1 time each month and send a hand written note at least 2 times per year.
All work will be performed in accordance with all government laws, regulations, ordinances, and court rulings in those jurisdictions in which the company operates.
All routine work will be documented in the Method. The information included in the Method is proprietary.
All work will be performed according to company policies and standards inherent in all position contracts, system action plans, employee manuals, and ongoing policy memoranda.
Client and company information will be held as strictly confidential outside the company.
All telephone calls and emails, both internal and external, will be returned within one business day and within two hours whenever possible.
Manager will be notified of any issues to be resolved or deadlines that cannot be met by reporting position, prior to the due date, through Teamwork.
Problems with any system must be brought to the attention of manager through Teamwork so the system can be improved, within the structure of the operations manual.
All policy memoranda indicating changes in policy and/or procedure will be stored in each employee’s Method, until the time an updated procedure is provided.
Employees will provide staff assistance as requested; each employee may be asked from time to time to cover other areas of accountability and/or departments.
All business communications, whether verbal, visual, or written, whether for internal or external use, will be professional in tone and will be in accordance with the company’s listed Core Values.
Employees will respect each other’s time, space, and need for concentration. Socializing and interruptions must not impede workflow.
Employees will have Monthly, regularly scheduled meetings with their manager.
Structured Flexibility - We believe that we've hired professional people that don't need to be micro-managed. However, we need to provide appropriate structure to build a scalable operating infrastructure. Position contracts, "Method" (Process manuals), corporate standards, etc. provide structure, the flexibility is that we're never going to tell you what to wear, when to show up, that you can't go to your kids event at school, etc. You're a professional and it's expected that you get the job done the best you possibly can. Carry yourself well. Be strong and confident yet humble. Dress how you want to be seen. Laugh and smile. Be likable. Be optimistic. Be encouraging. Work your hardest and never ever give up.
Make it better - I don't want the job to define people, I want people to define the job. In other words, we believe the people we've hired are the best people we can find for the position. So, make it better. Collaborate with your teammates and seek to make our processes, our systems, our products and services better than they currently are. You won't always get your way, but you can try. We think you're the best, so help us make our products and services the best.
Try something - I would much rather someone try something and fail than sit back and wait for their supervisor to tell them what to do. We will rarely fire someone that isn't succeeding, as long as they are trying their hardest. If someone isn't trying, whether they're succeeding or not, they may not have a job much longer. Try try try and never give up. Don't quit trying and take initiative until someone stops you. I would much rather someone tell me what they are going to do (and give me the opportunity to stop them) than to ask permission. Granted, we don't want people carelessly trying things and making a mess. Do your research, understand what you want to do and why you want to do it, collaborate with people, etc. Don't just recklessly run amuck.
Honesty over forthright - We ALWAYS have to be honest, we don't always have to be forthright. In other words, own your mistakes even if the customer fires us. If we make a mistake, we own it, 100% of the time, and rarely will an employee get fired for making a mistake and owning it. However, sometimes, it's very clear that it will cause more stress and more concern (uncertainty) for the customer if we are overly forthright in our mistakes. Our customers rely on us to "handle their finances". If there's a problem, we fix it (or determine the solution) FIRST, then decide what and when to tell the customer. The customer isn't always right. It's ok to fire customers and it's ok to allow customers to leave. We want what's best for the customer and, sometimes, it's best for them to move on. It's always important to support them and NEVER burn bridges. We're always honest and we calculate how and when to be forthright.
Simple and clear - Make everything as simple and clear as you can. Complicated doesn't mean smarter, it means more difficult. Simple means smarter, easier and quicker. If you can't explain it clearly, you don't know it well enough. Our customers hire us because we're the experts and [usually] because they don't understand this stuff. We have to make it so simple and so clear that they can't miss it. Furthermore, we oftentimes have to sell them on our concept and idea. Sometimes, we have to help them come to the conclusion on their own, even if we already know it. The more simple and the more clear we can be, the easier it'll be for people to make good decisions. People follow clarity.
Consistency - Be consistent even if you're consistently wrong. Consistency is easy to track and fix. Inconsistency is confusing and hard to clean up. Steady and stable is important and people cling to it. Sometimes, we're the only stability our customers have; we're the only ones who have control and our customers lean on us for that. Consistency provides stability and control.
Listen before you talk - Ask everyone lots questions and just listen. (1) It makes them feel good. (2) It lets you know exactly how they feel. (3) They are better than you at something, which means you can learn from them. (4) It makes them vulnerable and they open up and tell you more than they expected. (5) They'll respect and accept your opinion far more. The more you know about them, the better you'll understand what they need and how we can help and the more effective we'll be at our job. We don't always have to have an answer or the right answer, but we have to give them the confidence that we will figure it out.
Make everything look good - People have 100% more confidence in something that looks good than something that is just functional! I would actually argue that people will buy something just because it looks good, even if it doesn't function at all. In our world, functionality always trumps aesthetics, but don't overlook the aesthetics. The look and feel of our materials, forms, reports, office, apparel, give-a-ways, logo, template, etc. should be equally important. Aesthetics often tells who we are more than our words do. Something that is disheveled doesn't provide enough clarity and can be confusing. Even if it functionally works, if it doesn't look good, it won't work.
Always help people - It doesn't matter if they're a customer or not, help them. Helping others in our industry only makes the industry stronger and makes us more respected. Giving away our "secret recipe" won't put us out of business. We need to always help people and always be willing to give it away. Trust me, if anyone tries to do what we're doing by stealing our model, they'll forever be playing catch-up. We'll always be 1 step ahead of them. Furthermore, if we give free advice to every prospect we meet, they'll end up becoming a customer because they aren't able to implement it... otherwise, they would have already. Free advice proves that we're the experts.
Be healthy - We are all better when we're rested. It's not enough to take a vacation or to leave the office every day at five… You have to learn to turn your mind off and give your mind a break. Things don't ever slow down… If they do, something could be wrong. Learn to separate your personal mind from your business mind. Take a bath, drink a glass of wine, take a long walk, exercise, eat well, be social, don't over commit. Be disciplined to work on yourself to be healthy. Find whatever your "thing" is to relax yourself, to clear your mind and to be physically, emotionally and mentally healthy.