Accounting & Office Assistant

Accounting & Office Assistant

Operations Department
* Full-Time (in office)
* Non-Exempt

The Administrative & Accounting Assistant serves as a key member of the Operations team, providing accounting, administrative, and office management support to ensure the efficient operation of the chapter. This position is responsible for accounts payable processing, donation and donor record administration, office reception, and office maintenance. This team member serves as a primary point of contact for visitors, vendors, and staff while supporting the chapter’s financial and operational processes in alignment with Make‑A‑Wish policies and procedures

Accounting & Finance:

Accounts Payable
Maintain vendor records and ensure required documentation is received and updated.
Enter invoices and employee expense reimbursements into the financial system.
Process weekly accounts payable transactions and maintain supporting documentation.
Prepare accounts payable files and distribute approved payments as directed.
Maintain paid invoice files and electronic records.
Assist with Positive Pay and other banking administration activities.
Support month-end and year-end accounting processes.
Prepare and upload journal entries as assigned.
Corporate & Wish Family Credit Cards
Download and distribute monthly corporate credit card statements.
Review employee expense reports for accuracy, coding, approvals, and supporting documentation.
Monitor submission deadlines and follow up with staff regarding outstanding reports.
Maintain corporate card files and supporting documentation.
Donation Processing & Revenue Administration
Open and process incoming mail and donations in compliance with internal control procedures.
Prepare bank deposits and maintain bank logs.
Process credit card and online donations in accordance with chapter procedures.
Create memorial and tribute acknowledgements.
Assist with donor gift entry and documentation.
Support reconciliation of donation records between systems.
Month End Process
Assist with the month-end close activities to ensure timely and accurate financial reporting.
Prepare and post journal entries as assigned.
Reconcile designated balance sheet accounts.

Office Administration and Reception:

Reception & Visitor Management
Serve as the first point of contact for visitors, volunteers, vendors, and callers.
Answer and route incoming telephone calls professionally and efficiently.
Receive and distribute incoming mail and packages.
Coordinate outgoing mail, overnight deliveries, and courier services.
Office Operations
Maintains office supplies for the chapter. Orders the requested/approved supplies.
Maintains office equipment, insuring proper operation, and adequate supplies.
Serves as liaison to landlord/property manager regarding office maintenance issues.
Ensure conference rooms and common areas remain organized and professional.
Serves as point person for the external groups utilizing the chapter’s conference rooms.

Data Management & Systems Support:

Salesforce Administration
Create and maintain donor records in Salesforce according to chapter business rules.
Update donors contact information and constituent records.
Assist with gift batch preparation and data entry.
Maintain accurate records and supporting documentation for donations and constituent interactions.
Gift Acknowledgements
Create acknowledgement letters for donations received - ensuring proper tax language.

Operations - Human Resources:

Maintain the chapter’s staff listings - addresses, extensions and cell phones.

Mission Support:

Wish Family Cards
Order requested wish family cards via the online system.
Setup the temporary credit limits as outlined in the approval wish family card request.
Prepares the delivery/pick-up of the wish cards per…