header__brand

Finance Staff Associate

Location

Rosemont, IL

Status

Exempt

Reports To

Controller

Overview

The Finance Staff Associate reports to the Controller and performs general accounting duties for AAOMS. These duties include reconciling accounts, preparing, and posting journal entries, all aspects of the meeting registration process including meeting and course setup, and assisting with the month-end and year-end financial close process. The Finance Staff Associate processes bank deposits, records cash receipts activities, and processes cash disbursements for the Association’s related entities, ASI, OMSF and OMSPAC. Additionally, the Finance Staff Associate processes monthly billings to related entities and prepares intra-department allocations for usage of the Association’s education center.

The Finance Staff Associate works with other AAOMS employees to facilitate delivery of services according to the priorities established by the members. The Finance Staff Associate also develops peer relationships with employees to enhance project coordination and delivery.

Qualifications
  • Bachelor’s Degree in Finance or Accounting
  • Account analysis and reconciliation experience
  • Ability to organize and prioritize work, demonstrating effective time management skills
  • Ability to be flexible, work under pressure and meet weekly, monthly, and annual deadlines
  • Proficiency with details and ability to exercise critical thinking to recognize unusual or unexpected financial activity
  • Ability to work independently and collaboratively
  • Strong verbal and written communication skills
  • Interpersonal skills to interact with members, volunteers, and staff, etc.
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and related computer application skills required
  • Experience working in accounting and report writing software systems (familiarity with Microsoft Dynamics SL and Microsoft Dynamics Management Reporter software a plus)
  • 2+ years of experience in a not-for-profit organization preferred
  • Experience with meeting registration operations preferred (experience with Personify360 a plus)
  • Must be willing to work occasional evenings and weekends, with some overnight travel
Key Accountabilities
  • Coordinate meeting registration activities
  • Generate periodic reports and perform other tasks in the Association Management Software (“AMS”)
  • Process cash receipts and cash disbursements for the Association’s related entities (ASI, OMSF and OMSPAC)
  • Process invoices payable via corporate accounts payable credit card weekly
  • Perform monthly billings for activities with related entities and prepare intra-department allocations
  • Prepare month-end and year-end closing journal entries and reconciliations
  • Assist with year-end close activities, including preparation of audit schedules
  • Perform other miscellaneous financial duties
  • Special financial projects as needed

DETAILED DESCRIPTION OF KEY ACCOUNTABILITIES

Coordinate meeting registration activities

  • Set up meetings and courses, valid registration categories and discounts in the AMS meetings module
  • Responsible for the creation and distribution of registration packets for the Association’s two major conferences and for courses occurring in the Association’s education center
  • Process meeting registrations and transfers as needed
  • Authorized to issue reduced registration fees and waive or reduce cancellation fees for meeting depending on content of communication with the member
  • Generate meeting registrant lists for other departments as needed
  • Assist with onsite meeting registration for the Association’s two major conferences

Generate periodic reports and perform other tasks in the Association Management Software (“AMS”)

  • Review and approve product configurations created by other departments in the AMS for live webinars, on-demand education, online store items and other miscellaneous items, including verification of proper general ledger account configurations and revenue recognition
  • Input all exhibitor badge sales in the AMS
  • Identify duplicate constituent records in the AMS and perform related merge of records, ensuring the most current information is retained in the database
  • Generate monthly or bi-weekly registration reports for small meetings

Process cash receipts and cash disbursements for the Association’s related entities (ASI, OMSF and OMSPAC)

  • Deposit all cash receipts using electronic remote deposit scanning when possible
  • Prepare journal entries for the deposit batches
  • Contact companies regarding any payment discrepancies
  • Process checks weekly or as needed

Process invoices payable via credit card weekly

  • Verify check requests have proper approval, supporting invoices or other documentation, account codes, arithmetic, and compliance with AAOMS policy
  • Enter payment vouchers into the accounting system
  • Call vendors to make payments via the corporate credit card or process payments through vendor online portals

Perform monthly billings for activities with related entities and prepare intra-department allocations

  • Gather supporting documentation for all inter-company charges
  • Prepare monthly invoices for activities with related entities inclusive of proper account coding
  • Prepare intra-department allocations for usage of the Association’s education center

Prepare month-end and year-end closing journal entries and reconciliations

  • Generate and input standard month-end and year-end closing journal entries
  • Record monthly inventory adjustments and reconcile month-end balances to fulfillment center reports
  • Update inventory balances in the general ledger and record cost of goods sold monthly
  • Reconcile weekly UPS bills & input journal entries to record the activity for these bills
  • Track personal UPS charges and ensure collection of money due
  • Reconcile year-to-date revenues from the AMS to the accounting system

Assist with year-end close activities, including preparation of audit schedules

  • Ensure year-end receivables, payables and deferred revenues are properly recorded
  • Perform annual account reconciliations
  • Prepare audit schedules as needed and assigned
  • Be available to answer auditor questions

Perform other miscellaneous financial duties

  • Assist with processing meeting registrations and membership due payments as needed
  • Serve as backup for processes performed in the OMSF fundraising software

Special financial projects as needed (AAOMS and OMSPAC)

  • Account analysis
  • Fund analysis
  • New software or upgrade implementation and testing
  • Provides administrative support to the CFO/Associate Executive Director as needed

Performs other similar or related duties as requested or assigned by the Controller.