Assistant to Financial Specialist

Position: Assistant to the Financial Specialist
Initial need is for 3 half days likely Mon, Tues, Thurs but can be flexible given the availability of workspace. Daily work encompasses but is not limited to the following.

Sorting/separating daily inbound mail put in mail slot or dropped off at office:

• Paper Invoices/statements
• Contribution gifts/other income
• Requests for Payments

Managing emails:

• Printing invoices/statements sent by email for processing
• Vendor Notifications with website links to print out invoices/statements for processing
• Emails forwarded by Financial Specialist
• Acting on alerts and important notices received

Website:

• Visiting websites to obtain invoices/statements
• Maintaining accurate and current signons and passwords for invoice retrieval and payments

Stamping/preparing/processing:

• Invoices
• Statements
• Direct Payments
• Requests for Payment

Coordinating/scheduling:

• dual signatures for checks
• signatures for Acknowledgement Letters
• approvals for Direct Payments, journal entries, corrections

Church Management System (Realm):

• Setting up and scheduling invoices for payment
• Activating/maintaining Recurring Payments
• Recording Direct Payments

Assist with Credit Card management for staff:

• Visa (paper process)
• Center (digital technology)

Correspondences and mailings to send out:

• Problems encountered from donations
• First time givers thank you notes
• Memorial thank you notes
• Assist in Quarterly Non-Deductible letters and mailings
• Assist in Annual Giving Statement preparation and distribution

Form handling as needed:

• W9s requests and distribution, cataloging
• W4s & WH4s (payroll)
• NP1 requests, distribution, cataloging (tax exempt)
• Assist in distribution of spreadsheets, reports, materials

Filing:

• Vendor invoices/statements (monthly/annually)
• Employee benefits (monthly/annually)

Scheduled/unscheduled Trips to Post Office, local bank, local office supply as necessary.