The Accounting & Business Administrator is responsible for a variety of finance, accounting, business filing, facility, and procurement-related duties, as well as general assistance to the VP of Strategy, Finance & Operations. Position also serves as the primary Early Learning Center accountant.
Warren Village recognizes that our backgrounds are broad and our talents are many, from different lived experiences. We value and leverage our differences to encompass and reflect the communities we serve. We align our policies, practices and resources so that people of all races, cultures, identities and socioeconomic status may feel valued and respected.
Essential Functions and Responsibilities:
Administrative & Accounting duties:
o Maintains the billing portion of the Learning Center’s communication system for tracking Learning Center tuition and fees and entering payments, as well as communicating with parents regarding tuition and payments
o Manages Learning Center CCAP funding, including communicating with Family Services, the Learning Center, CCAP, and parents regarding authorizations, pulling payment reports, and submitting claims for missing payments
o Manages other Learning Center funding sources (Head Start, Denver Preschool Program, and UPK), including preparing monthly invoices and reports, communicating with the agencies, and recording related income
o Deposits and records rent payments into housing accounting system (Yardi), ensuring accuracy and timely updates to resident accounts, security deposit splits and other related processes
o Manages staff credit cards, including issuing and canceling cards, dispersing monthly statements, updating the online site, and completing the monthly journal entry and reconciliation process
o Handles accounting duties such as pulling invoices from a variety of websites, general vendor correspondence, regularly filing both hardcopy and electronic files, grant reporting assistance, accounts payable support and back-up, 1099 assistance and other as assigned
o Maintains clear ownership over the 1300 Gilpin administrative offices in terms of appearance, facility and storage needs; works with staff and cleaning contractor to ensure kitchen, meeting rooms, entry and building exterior are regularly tidy and presentable
o Assists the VP of Strategy, Finance & Operations with business tasks related to required city and state filings, tax exempt paperwork, meeting and materials preparation, general administrative assistance, systems research, insurance needs, IT and technology assistance and others as directed
o Serves as the point of contact for all cell and land line phone services, including repairs and supplies, trainings, contract compliance, staff directory, extension transfers and name changes as needed
o Retrieves mail for 1300 Gilpin and completes daily mail log for Finance and Development teams; monitors general voicemail box
o Completes all supply ordering for 1300 Gilpin staff
o Serves as the point of contact and monitors contracts for all copier and printer service and issues
o Provides hardcopy and electronic filing for related organizational files for Warren Village common electronic files and servers
o Serves as primary contact with offsite storage vendor; enacts records retention and destruction in accordance with appropriate policies as directed; monitors storage and access as necessary with accurate inventory
o Researches and recommends software and organization-wide programs as needed to aid in efficiency and communication
o Provides assistance to Housing office with resident leasing files when needed
Facilities & Safety Operations
o In conjunction with facilities team, researches and corresponds with various facility and infrastructure vendors to compile bids and complete contract processes for cleaning services, snow removal and landscaping, internet, off-site storage, waste & recycling, postage meters, fire and security services, fencing, playground maintenance, and others across all Warren Village facilities as requested
o Completely handles the supply of keys, access fobs, and parking tags for all residents, staff and visitors, including regular updates in the electronic key fob system
o Completes necessary vendor paperwork (W9’s, etc.) for operational vendors; assists the facilities team with supply and other orders for apartment move-in and out as requested
o Completes risk and safety purchases across organization, monitoring personal protective equipment (PPE) use and needs, safety items for all staff and facilities, resupplying as needed
o Conducts ongoing assessment and walk-throughs of all facilities for risk and safety needs; recommends trainings and PPE as necessary in conjunction with Facilities staff
Other duties as assigned
Competencies:
· Commitment to the mission, goals and values of Warren Village
· Punctuality and a positive and respectful attitude regardless of task
· Ability to effectively communicate ideas and understand the ideas of others both verbally and in writing, including effective listening skills
· Ability to accurately perform tasks with a high level of detail and organization
· Ability to work with others respectfully to achieve common goals, compromise and effectively manage conflict
· Technological prowess, troubleshooting capabilities, and understanding of systems
· Ability to adjust to new conditions or changes in the work environment, including openness to new ideas and flexibility with changes around new tasks, policies, or technologies
· Ability to prioritize tasks, manage time effectively, and meet deadlines
· Tenacity in contact and follow up with staff, vendors, and other constituents until complete, necessary information is received
· Strong sense of initiative, including looking ahead to that needs done and acting without prompting
· Ability to listen, accept constructive feedback and apply it to future work
· Ability to identify problems, analyze potential solutions, and implement effective strategies to resolve issues
Minimum Required Qualifications:
· Minimum one-year experience in entry level or other accounting role with understanding of financial statements, debits and credits, and other basic accounting knowledge
· One year or more prior experience in office administration, procurement, business operations, construction or facilities assistance
· Strong working knowledge and proficiency in Microsoft Excel
Preferred education and/or experience
o Bi-lingual, particularly in Spanish
o Experience working with diverse and/or marginalized populations
o Prior experience in a non-profit environment
Work Environment:
The working environment is that of a typical office setting. The employee is occasionally exposed to moving mechanical parts from filing cabinets, printers and computers, etc. The noise level in the work environment is usually quiet to moderate.
Physical Demands:
While performing the responsibilities of the Accounting & Business Administrator, the employee is required to talk and hear. The employee is often required to sit and use his/her hands and fingers, to handle or feel. The employee is also required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch, or crawl. The vision abilities required for this job include close vision.