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Archdiocese of Boston · 1 week ago

Manager of Finance Administration (FT)

Braintree, MA

Full-time

Onsite

Mid Level

$55K/yr - $60K/yr

3+ years exp

The Archdiocese of Boston is seeking a Manager of Finance Administration for the Daughters of St. Paul. The Manager is responsible for the smooth, day-to-day functioning of the Central Administration office, overseeing accounts payable, accounts receivable, financial reporting, and cash flow monitoring.

CharityNon ProfitReligion

Responsibilities

Supervises the work of the accounting clerk to ensure that all approved invoices are accurately entered for payment in a timely manner

Weekly responsible for importing matched invoices from Teamwork Commerce into (Sage) accounting system

Responsible for reviewing accuracy of all invoices entered through Teamwork Commerce

Daily updates list of uncleared checks and prepares report for Provincial Treasurer

Weekly prepares report of open invoices

Weekly presents recommendation to Provincial Treasurer of invoices to process for payment, in order of priority

Supervises the work of the accounting clerk to perform check runs for invoices

Representative of Pauline Books and Media to our vendors, responsible for ensuring timely and professional correspondence with vendors regarding billing issues, credit applications, tax exempt certificates, and other requests

Supervises the work of the accounting clerk to ensure timely review of all vendor statements and follow up on any discrepancies

Informs the Provincial Treasurer and Manager of the Book Center Office of any ongoing issues with vendors, including credit holds and past due accounts

Weekly responsible for importing invoices and payments from Teamwork into (Sage) accounting system

Weekly prepares a report of total deposits received, to assist in determining available funds for scheduling accounts payable

Supervises the work of the accounting clerk to ensure accurate and timely application of customer payments

Preparation of bank deposits

Supervises the work of the accounting clerk to ensure timely processing of all customer statements and follow up on any discrepancies and past due accounts

Supervises the work of the accounting clerk to maintain customer databases, update address information, merge duplicate customers, etc

Supervises the work of the accounting clerk to ensure that customers’ sales tax certificates are accurately updated in the Avalara system

Informs the Provincial Treasurer of past due accounts, documents collection attempts, and recommends further actions

Responsible for period end accounting, including preparation of monthly Internal Transfers Report

Monthly responsible for reconciling local bank deposits with deposits in Teamwork Commerce, journaling expenses paid locally, and informing local manager and Provincial Treasurer of any discrepancies

Daily records bank transaction activity in Central Admin and Publishing House accounts

Daily reconciles credit card settlements with Teamwork Drawer Memos to identify any discrepancies in credit card settlements

Responsible for evaluating financial feasibility of new titles and reprints and submitting recommendations to publisher

Responsible for preparing six-month budgets for both Publishing House and Central Administration

Assists Publishing House, Book Center, and Outreach Managers in preparing budgets for their specific areas

Responsible for presenting six-month budgets to Provincial Treasurer and making recommendations

Responsible for preparing weekly, monthly, quarterly, and annual financial reports of Book Centers, Outreach, Publishing House and any other apostolic area

Responsible for monitoring apostolic cash flow, ensuring financial stability of all proposed plans and projects, and alerting Provincial Treasurer of shortfalls

Responsible for presenting financial reports to Provincial Treasurer and apostolic leadership teams

Provide training to Sisters and staff on preparing budgets, understanding financial reports, and evaluating financial viability of apostolic projects

Responsible for following up with 3rd parties (Paychex and Avalara) on any discrepancies regarding filing of payroll and sales taxes

Informs Provincial Treasurer of any follow-up needed

Responsible for maintaining updated account of apostolic assets purchased, sold, removed or disposed of

Responsible for scheduling renewal of all business licenses for Pauline Books and Media Centers

Responsible for preparing responses to U.S. Census Bureau and all other government reporting on apostolic activity, for final submission by Provincial Treasurer

In collaboration with Information Services, follows all security protocols for handling sensitive information and supervises accounting clerk to follow same security requirements

Follows up in collaboration with Information Systems, on security requirements for credit card processing and handling of customer data for our Book Centers, Outreach and Publishing House

Assists Information Systems in managing information resources (e.g. computers, software, servers, databases, phone systems and other assets belonging to PBM)

Evaluates, implements and follows procedures to safeguard the physical assets of all apostolic facilities from theft, vandalism, and other unauthorized dispositions

Assists with training of Sisters and staff in these procedures

Performs clerical office duties such as filing, scanning, faxing, and answering correspondence as needed

Organizes retention of Central Admin files and prepares old Accounts Payable and Receivable documents for annual shredding

Maintains desk and work environment in an orderly and clean manner

Qualification

Financial accountingBudget preparationFinancial reportingSage accounting systemTeamwork CommerceAnalytical skillsCommunication skillsLeadership skillsProblem-solvingNegotiation skills

Required

At least a bachelor's degree in accounting, finance, business administration, or related field

At least three years professional experience in related field

Demonstrates specific knowledge in financial accounting, managerial accounting, and management for nonprofit organizations

Possesses specific knowledge about preparing budgets, financial reports, and maintaining financial records

Acquires specific knowledge and information about each apostolic sector of Pauline Books & Media and the history of the organization

Able to provide leadership and utilize the knowledge and competencies of those working with her/him in the area of administration

Able to solve problems to create solutions for complex business challenges

Strong communication and management skills to assist and educate the members in an understanding of the value of budgeting, streamlining processing, inventory management, coordinating and sharing information, etc

Strong analytical skills to conduct and evaluate performance measures

Appropriate communication and social skills

Experienced diplomatic and negotiating skills

Practiced leadership skills

Relational and team skills

Ability to maintain multiple tasks and meet deadlines

Ability to delegate

Able to network and maintain professional relationships

Willingness to be accountable to apostolic leadership teams and to the Provincial Treasurer

Ability to be evaluated