Manager of Finance Administration Daughters of St. Paul, Jamaica Plain, MA

Overview

The Manager of Finance Administration for the Daughters of St. Paul is at the service of the Pauline Book & Media Centers and Outreach, Publishing House, and other departments related to the performance of the Pauline mission. The Manager is responsible for the smooth, day-to-day functioning of the Central Administration office. Specific areas include Accounts Payable, Accounts Receivable, period end, accounting issues relating to Publishing House contracts, cash flow monitoring, and payroll processing.

The Manager is responsible for prioritizing tasks and updating the Provincial Treasurer on any open issues. The Manager is also responsible for preparing financial reports, budgets, and communicating the financial status of the apostolic sectors to the Provincial Treasurer and apostolic leadership teams.

Reports to:

Provincial Treasurer. Supervisor of:
Accounting Clerk. Collaboration with:
Publisher, Information Systems, Inventory Manager, Human Resources, Book Center Offices, and Book Center and Publishing House Managers.

• Accounts Payable
  • Supervises the work of the accounting clerk to ensure that all approved invoices are accurately entered for payment in a timely manner. Invoices include inventory received in the Teamwork Commerce retail system, Publishing House warehouse, administrative expenses, and contractual payments owed to authors, illustrators, and other Publishing House agreements.
  • Importing matched invoices from Teamwork Commerce into the (Sage) accounting system; review the accuracy of all invoices entered through Teamwork Commerce.
  • Daily updates list of uncleared checks and prepares report for the Provincial Treasurer.
  • Weekly reports of open invoices.
  • Recommend invoices to process for payment to the Provincial Treasurer, in order of priority.
  • Supervise the accounting clerk to perform check runs for invoices.
  • Represent Pauline Books and Media to vendors; ensure timely and professional correspondence with vendors regarding billing issues, tax-exempt certificates, and other requests.
  • Supervise the timely review of all vendor statements and follow up on discrepancies.
  • Inform the Provincial Treasurer and Book Center Office Manager of ongoing vendor issues, including credit holds and past due accounts.
• Accounts Receivable
  • Weekly import of invoices and payments from Teamwork into the Sage accounting system.
  • Prepare weekly reports of total deposits to assist in scheduling accounts payable.
  • Supervise timely application of customer payments and preparation of bank deposits.
  • Supervise timely processing of customer statements and follow up on discrepancies and past due accounts.
  • Maintain customer databases, update addresses, merge duplicates, etc.
  • Ensure customers’ sales tax certificates are updated in the Avalara system.
  • Inform the Provincial Treasurer of past due accounts and document collection attempts.
• Financial and Period End Reporting
  • Responsible for period end accounting, including the preparation of the monthly Internal Transfers Report.
  • Monthly reconciliation of local bank deposits with Teamwork Commerce deposits; journalize local expenses and inform the local manager and Provincial Treasurer of discrepancies.
  • Record bank transaction activity daily in Central Admin and Publishing House accounts.
  • Reconcile credit card settlements with Teamwork Drawer Memos to identify discrepancies.
  • Evaluate financial feasibility of new titles and reprints and submit recommendations to the publisher.
  • Prepare six-month budgets for both Publishing House and Central Administration; assist Managers in preparing budgets for their areas.
  • Present six-month budgets to the Provincial Treasurer and make recommendations.
  • Prepare weekly, monthly, quarterly, and annual financial reports for Book Centers, Outreach, Publishing House, and other apostolic areas.
  • Monitor apostolic cash flow, alerting the Provincial Treasurer of shortfalls.
  • Present financial reports to the Provincial Treasurer and apostolic leadership teams.
  • Provide training to Sisters and staff on budgets, financial reports, and evaluating financial viability of projects.
  • Follow up with third parties (Paychex and Avalara) on payroll and sales tax…