CASA of Williamson County, Texas
JOB DESCRIPTION
PART-TIME FINANCE ASSOCIATE POSITION
CLASSIFICATION: Part Time, Non-Exempt
HOURS:
8:30 a.m. – 5 p.m. Monday – Friday, hours flexible within these hours (occasional
evening or weekend events)
REPORTS TO:
Executive Director, or in the absence of an Executive Director, reports to the
Program Director
BENEFITS:
Paid vacation and sick leave prorated to average number of hours worked and 15
paid holidays per year prorated based on agreed upon work schedule.
QUALIFICATIONS:Associates or Bachelor’s Degree in a field related to Bookkeeping/Accounting
preferred or a minimum of five years’ experience in bookkeeping and/or
accounting. Must have experience and proficiency with QuickBooks software,
MS Office, including Word, Excel, and Outlook. Knowledge of or experience
with donor management software (i.e. DonorPerfect, Salsa Labs or similar
software) is a plus. Expertise in developing and maintaining various
spreadsheets, along with other reporting mechanisms, to conduct analysis and
provide reports. Demonstrated pro-active, problem solving skills and ability to
work well under pressure in order to meet deadlines, manage time and resources
handle and preserve confidential and sensitive information. Capable of working
both independently and as a member of a collaborative team, as well as
communicating with individuals at all levels of the agency. Experience with
financial work in a nonprofit organization is highly desired. Detail oriented with
the ability to work accurately with numbers and statistical data as well as
maintain confidentiality of classified information. Ability to communicate in a
courteous and professional manner with a variety of individuals: staff, Board
members, donors, and business contacts. Ability to organize work, set priorities
and make decisions when appropriate. Display personal and professional
integrity at all times. Demonstrated proficiency with written and oral
communication important. Must be self-motivated, self-confident, results
oriented, and maintain high moral and ethical standards. May be required
periodically to travel locally to attend meetings and training in Central Texas or
to run errands outside of the office. Must be able to use Windows compatible
computers, copiers, telephones, cell phones, shredders and facsimile machines.
Criminal background and credit check will be required.
Summary of Job Responsibilities:
Job functions include the processing of all financial transactions using QuickBooks including but not
limited to pledge receivables, contributor designations, accounts payable, payroll, general ledger accounts
and functional distribution of expenses in order to maintain an accurate financial picture of CASA of
Williamson County, TX. Additional job functions include the preparation of monthly financial reports,
serve as the point of contact with the auditors, assist with preparation & monitoring of the agency budget,
maintaining and updating donor files in DonorPerfect, creation and updating of all reports, providing
backup to answering the phone, assisting guests & visitors.
DUTIES AND RESPONSIBILITIES:
ACCOUNTS RECEIVABLE:
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Process transactions for all campaign accounts (events, corporate, and individual) for the purpose
of recording pledge receivables and contributor designations.
Make deposits for incoming receipts and miscellaneous deposits as necessary.
Post pledge payments to the company and individual accounts by pledge year and process
miscellaneous income activity.
Process grant RFRs on a monthly basis.
ACCOUNTS PAYABLE:
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Process vendors and their 1099s.
Process CASA of Williamson County, TX accounts payable on a weekly basis. Review and
match invoices, and receiving reports, checking to see that all agree and proper approvals are
included.
PAYROLL:
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Process payroll bi-weekly (every two weeks).
Process payroll taxes through EFTPS.
Quarterly prepare the 941, Texas Workforce Commission report.
Annually prepare the W-2s & W-3s.
CASH:
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Maintain debit card tracking.
Prepare QuickBooks for reconciliation of checking account monthly.
Monitor cash balances and transfers
Prepare letters & documents for annual signatory changes.
GENERAL ACCOUNTING & REPORTING:
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Reconcile Quickbooks entries to DonorPerfect entries.
Prepare and distribute accurate monthly reports for Finance Committee including but not limited
to: Balance Sheet, Budget Performance YTD, 3-yr comparative charts showing cash position,
revenue, expenses, pledges & cash collected.
Participate in and take minutes of Finance Committee meetings.
Prepare any additional accurate reports as requested.
Accurately document all work for review by ED & Finance Committee.
Assist with collection/preparation of materials and reports needed for annual audit.
Monitor all Campaign, Donor Designation and General Ledger systems to insure they are in
balance.
Maintain internal control systems.
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Assist with budget preparation and tracking.
Maintain complete & accurate filing systems to support financial records
Comply with the USA Patriot Act & other Counterterrorism Laws
Assist the ED in completing grant requests
GENERAL OFFICE:
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Communicate with vendors, donors, agencies and company representatives when necessary
regarding pledges, payments, designations, allocations, etc.
Interact with Board of Directors, Committees and other volunteers as needed.
Serve as backup to answering the phone and assisting guests & visitors.
Participate in all off-site events as requested, i.e. Golf Tournament, Volunteer Appreciation
Events, etc.
Assist in maintaining office supplies.
TEAMWORK:
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Work with staff and volunteers in a team manner to promote a cooperative, respectful working
environment
Assist other staff members as needed
Other duties as assigned by the Executive Director.
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Signature
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Date