HECUA seeks a self-motivated, detail-oriented, analytical professional as a part-time Bookkeeper. The Bookkeeper plays a critical role at HECUA, as he or she is in charge of all major bookkeeping functions. Among those functions are four key areas of nonprofit accounting and financial record-keeping: accounts receivable, accounts payable, payroll management, and the reconciliation of consortium-held bank accounts and investments. In addition, the Bookkeeper assists the Director of Operations in tracking employee benefits such as PTO and flex-plan reimbursements, pursuing overdue receivables with students and consortium members, and creating financial reports for review by HECUA managers, HECUA board members, and an external auditor.
This position is based at HECUA’s central office in St. Paul, Minnesota, and reports to the Director of Operations.
Job Responsibilities in Detail:
Accounts Receivable
- Ensure timely billing for program tuitions and the membership dues of consortium colleges
- Maintain financial data on grants and other secondary revenue sources
- Track and record receivables in QuickBooks accounting system
- Maintain paper files for receivables from consortium members and other bill payers
- Make deposits of receivables to appropriate accounts on weekly basis
- Contact students and/or relevant colleges to pursue past-due accounts where appropriate
Accounts Payable
- Ensure timely payment of invoices from vendors, contractors, credit card companies, etc.
- Track and record payables in QuickBooks accounting system
- Process staff reimbursements and other internal payment requests
- Help ensure proper documentation and approval for all payments
Payroll Management
- Ensure accurate and timely payroll records
- Track timesheets for hourly employees
- Prepare monthly employee input forms external payroll service so that paychecks can be issued
- Reallocate salary amounts in QuickBooks to appropriate classes and in appropriate proportions
- Prepare and submit monthly wage report to Department of Labor
Employee Benefits
- Track accrual and usage of PTO and personal days
- Track and process staff reimbursements for self-administered dental plan and medical “flex plan”
- Ensure timely payments to employee insurance and retirement plans
Banking & Investments
- Manage deposits and transfers in and between checking, savings, and investment accounts
- Ensure adequate cash is available in checking accounts for bill payments
- Reconcile bank balances in QuickBooks
Reporting & General Finance
- Generate company-wide financial reports from QuickBooks for management team
- Generate regular class-specific financial reports from QuickBooks for individual staff
- Help assemble information for annual audit and help complete tax reports and insurance audits
- Assist Director of Operations in generating reports for Board of Directors and Finance Committee
- Assist in preparation of annual budget
Qualifications:
Required: B.A.; 3 years of experience with standard accounting practices and office operations; high proficiency with QuickBooks accounting software and Microsoft Excel; attention to detail and data-entry accuracy; strong analytical and organizing skills; strong interpersonal skills; ability to work independently
Preferred: Familiarity with a nonprofit setting and nonprofit systems; experience with vendor and client/customer communications
Terms: This is a part-time position, constituting 20 hours per week. Annual compensation is $16,000 to $17,000. Competitive benefits, including medical and dental insurance, are also provided.
To apply: Send cover letter of interest with résumé. Mail print materials to the following address:
HECUA Search Committee – Bookkeeper
Higher Education Consortium for Urban Affairs (HECUA)
2233 University Ave. W, Suite 210
St. Paul, MN 55114
E-mail electronic materials (as PDF attachments only) to search {at} hecua(.)org.
Materials must be received by December 13, 2010, at 4:00 PM. No phone calls, please.
HECUA is an Equal Opportunity Employer. People of color are encouraged to apply.
About HECUA: HECUA is a consortium of 18 colleges, universities, and associations with semester-long and short-term academic programs located in the U.S., Europe, Asia, and Latin America. Central offices are located in St. Paul, Minnesota, USA.
