Maryland and Washington D.C. Careers

Accounting Supervisor

Fri, 02 Nov 2012 18:25:00 GMT

The Chesapeake Bay Foundation seeks an Accounting Supervisor to be based at their Philip Merrill Environmental Center Headquarters located in Annapolis, MD.

THE CHESAPEAKE BAY FOUNDATION

The Chesapeake Bay Foundation (CBF) is the largest regional non-profit conservation organization working solely to save the Bay. Established in 1967, CBF has a staff of approximately 185 employees working in offices in Annapolis Maryland; Richmond and Norfolk, Virginia; Harrisburg, Pennsylvania; and Washington, D.C., and in 15 field education program locations. CBF's headquarters office is in the Philip Merrill Environmental Center, the world’s first LEED platinum building.

CBF has an annual budget of approximately $21 million and is supported by more than 200,000 members and e-subscribers. For more information on CBF please visit www.cbf.org.

CONTEXT OF THE POSITION

The Accounting Supervisor will monitor bank deposits and cash balances, maintain the general ledger, prepare monthly account reconciliations and month-end closing journal entries, close the general ledger each month, and produce reports and complete analyses, maintain the fixed assets sub-ledger, and prepare various audit schedules and tax filings. The Accounting Supervisor will ensure that CBF is in compliance with Generally Accepted Accounting Principles (GAAP), and direct daily operations for the Accounting Associate and the Accounts Payable Clerk along with setting goals and objectives for each position and monitoring their performance

Essential functions include:

1. Review all daily receipts including wire transfers, etc.

Review Development Department’s revenue journal entries. Ensure accurate accounting and restriction guidelines are followed.
Review Membership Department’s revenue journal entries for accuracy.
Work with other departments (i.e. Environmental Education, Environmental Protection and Restoration, Administration) to resolve issues and investigate unidentified receipts.
Complete daily operating cash bank balance report, review all other bank balances and assist in determining cash flow needs.
Prepare and verify necessary wire transfers between CBF accounts.
Assist with preparing the cash budget and cash flow projections.

2. Timely close the books at the end of each month.

Complete bank account reconciliation for operating account, and other bank accounts as assigned.
Manage fixed asset accounting. Calculate and post fixed asset additions and disposals entries, as well as the monthly depreciation entry.
Review the prepaid expense detail and the calculation of the monthly prepaid expense entry.
Accrue monthly interest expense for bonds.
Review all balance sheet accounts for correct balances and prepare account reconciliations as assigned.
Produce month-end trial balance, ensuring trial balance is balanced and restrictions are in line.
Prepare monthly cash flow reports.
Assist in preparation of financial statements. Produce monthly financial statements.
Maintain, organize, and file all monthly journal entries and work papers on a timely basis.
Assist with developing and improving internal systems for internal financial controls and accountability.
Provide feedback to the Director of Accounting Systems on the Epicor Software System or other software systems used to complete work.
Develop training programs and policies to help guide staff in understanding financial policies and their application in the actual cost of engaging in work.

3. Prepare for year-end audits

Prepare requested schedules from audit firm.
Organize and compile trial balance, lease copies, and other information.
Assist with the calculation of the indirect cost rate.

4. Assist with the filing of all necessary tax forms and reports, including 990, 990-T, property and sales tax filings.

5. Assist with the Net Assets process. Review private restricted grants and analyze associated expenses to determine appropriate revenue release.

6. Supervise the Accounting Associate and Accounts Payable Clerk a

Set goals and objectives.
Review work for accuracy.
Train, mentor, and develop staff accounting skills.
Write performance reviews and manage other personnel responsibilities.

7. Provide cross functional backup to other positions in the department including:

Accounting Associate
Accounts Payable
Controller
Grants

8. Other duties as noted.

PROFESSIONAL EXPERIENCE AND QUALIFICATIONS

Bachelor’s degree in accounting or finance and 3-5 years relevant experience. CPA and non-profit experience preferred. Proficient in the use of computer systems and MS Office software. Good oral and written communication skills.

To apply, please send cover letter, resume, and salary history and requirements no later than November 16, 2012

Human Resources/Job Code FY13-14-AS

Chesapeake Bay Foundation

6 Herndon Avenue

Annapolis, MD 21403

Cbf_employment@cbf.org

CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, health, vision, dental, life insurance, and a tax deferred annuity plan. The Chesapeake Bay Foundation is an Equal Opportunity Employer.

Accounts Payable Clerk

Thu, 25 Oct 2012 19:25:00 GMT

The Chesapeake Bay Foundation seeks an Accounts Payable Clerk to be based at their Philip Merrill Center Environmental Center headquarters located in Annapolis, MD.

THE CHESAPEAKE BAY FOUNDATION

CBF has an annual budget of approximately $21 million and is supported by more than 200,000 members and e-subscribers. For more information on CBF please visit www.cbf.org.

CONTEXT OF THE POSITION

The Accounts Payable Clerk is responsible for providing financial and clerical services. This includes processing and monitoring payments and expenditures and reconciling general ledger transactions. Providing these services in an effective and efficient manner and following accounting policies and procedures will ensure that the financial statements are accurate and up to date, that staff members are reimbursed in a timely and appropriate manner and vendors and suppliers are paid within established time limits.

Essential functions include:

1. Invoices and paper expense reports

Receive Accounts Payable daily mail log and invoices from the Executive Assistant to the Chief Financial Officer. Sign and date the log as received.
Sort and confirm that all invoices are attached to the log.
Distribute invoices to staff for coding and approval.
Prepare invoices to be entered into the Accounts Payable system: recalculate invoice totals to verify invoice amount, research all balances due, verify account codes are correct, verify proper approval, and verify that transactions comply with CBF’s financial policies and procedures.
Enter invoices into the Accounts Payable system.
Generate checks for the Thursday check run.
Print checks: print reports, print checks and prepare for signatures.
Submit payments to check signers for approvals and signatures.
Mail checks.
File check stubs and supporting documentation.

2. Electronic expense reports

Review reimbursement requests in the i-Employee system. Verify correct supporting documentation is attached and appropriate approvals are obtained.
Ensure the bi-weekly reimbursement listing is reviewed and approved by the Accounting Supervisor and the Controller who submits the listing to the Chief Financial Officer for approval. (Verification that the i-Employee expense system reconciles to the payroll expense reimbursement report will be completed by the Accounting Supervisor).

3. Vendor maintenance

Review vendor statements and accounts, and consistently clear all issues on a timely basis.
Pay vendors timely.
Reconcile corporate credit accounts to remain in good standing. This includes all office supply accounts, mail & delivery service accounts, club stores, etc.

4. Recurring vouchers

Set up new recurring vouchers in the Accounts Payable System and cancel closed account vouchers after the last payment is due. Develop consistent monthly filing and payment systems for handling recurring vouchers.
Track and pay vouchers according to the time schedule.
Obtain appropriate documenting support and approval at time of set-up. Review annually for potential changes.
Verify recurring vouchers are charged to proper periods and to the proper fiscal year.

5. 1099 processing

Identify 1099 vendors and verify correct set up in the Accounts Payable System.
Request TIN or SS #s by sending W-9s.
Maintain W-9s requested from various vendors and keep all W-9s organized and filed.
Order 1099 and 1096 forms needed for IRS reporting.
Run list of potential 1099 vendors at calendar year end. Review the listing with the Accounting Supervisor to determine which vendors should receive 1099s as prescribed by the IRS.
Process 1099s.
Send 1099s to vendors and 1096 to IRS no later than January 31st of each year.

6. Reconciliations

Reconcile the Accounts Payable account monthly. Make sure balance ties to open payables report at month end. • Reconcile recurring utility payments monthly.
Reconcile the exchange (holding) account monthly. Research and clear items from the holding account within 30 days.
Prepare an aged accounts payable listing with explanations for delays in payment.

7. Miscellaneous

Assist in research related to deposits, transactions posted to General Ledger, audits, etc.
Copy and file all invoices for fixed asset purchases in the fixed assets filing system weekly.
Process credit applications and maintain the credit application file.
Back up the Accounting Associate position, as necessary.
Assist the accounting staff with other functions as necessary.
Other duties as assigned.

PROFESSIONAL EXPERIENCE AND QUALIFICATIONS

H.S. diploma, AA Degree preferred. Two to three years experience working with accounts payable in an environment similar to CBF. Proficient in the use of accounts payable software as well as all MS Office products, with emphasis on spreadsheets. Have great organization and time management skills as well as great oral and written communication skills.

To apply, please send cover letter, resume, and salary history and requirements no later than November 16, 2012.

Human Resources/FY13-13-APC

Chesapeake Bay Foundation

6 Herndon Avenue Annapolis, MD 21403

Cbf_employment@cbf.org