FLSA Status: Full-time salary exempt
Reports to: Executive director
Organizational mission statement:
Habitat for Humanity of Springfield, MO, Inc. works in partnership with God and people everywhere, from all walks of life, to develop communities with God’s people in need, by building and renovating houses so that there are safe, decent, affordable homes in which every person can experience God’s love and can live and grow into all that God intends.
Primary purpose of job:
This is a responsible position that involves financial administrative and accounting support for the HFHS program ministry and Habitat ReStore, handling accounting, financial management/reporting, payroll, donations tracking, mortgage management and financial support of grants and construction projects. This position also provides supervision to volunteers who assist with office tasks.
Accounting and financial management
- Maintain all accounting records following generally accepted accounting procedures and following financial controls and practices including running monthly trial balance and recommending correcting journal entries.
- Prepare past financial data in support of grant requests, working closely with the executive director and other staff to meet grant requirements.
- Ensure timely and accurate monthly bank reconciliations are performed on all organizational bank accounts, reporting any discrepancies to the HFHS executive director and treasurer.
- Monitor bank activities using the authorized access to the online banking systems.
- Prepare and file property tax and sales tax returns.
- Work with treasurer and auditor to assure timely and accurate completion of annual tax filings and audit.
- Monitor Habitat ReStore inventory and cash controls including, but not limited to, daily deposit review, surprise cash counts, quarterly physical inventory counts and other means consistent with HFHS policies.
- Work with treasurer to plan and lead monthly finance committee meetings.
- Keep executive directori, construction director, and Habitat ReStore director informed of status on jobs, profitability and cash flow.
- Take initiative to make recommendations for change that would improve the accounting controls and make the accounting activities more efficient.
- Prepare monthly financial reports, bank reconciliation detail report, dashboard report, mortgage management reports, job cost reports, and cash projections report for the board of directors; review those reports with the board treasurer and executive director before distribution before distribution to the finance committee and board of directors.
- Prepare staff report for executive director at least one week prior to board meetings, identifying mortgage status, trend in giving, major donors and other data as required.
- Provide departmental directors with monthly financial statements and budgeted funds to assist them in managing their budgets and programs.
- Ensure all accounts in up-to-date status including construction job-cost accounts and reports, providing weekly reports to the construction director, and monthly financial status reports to the executive director.
- Monthly update and publish the cost of homes sold analysis report, providing a copy to the executive director, HFHS treasurer and construction director.
- Full-charge administration of payroll including tracking and reporting employment hours worked, benefit hours taken, pay rate changes and submission to the external payroll processing company.
- Be available to answer staff questions regarding their payroll and intervene to correct any errors or omissions.
- Track and report monthly to the executive director and board the status of all benefit hours.
- Maintain reports and filing of all corporate financial controls and practices and reports.
- Perform annual audit/review of the sub-contractor certificates of insurance records that are maintained by the construction director and notify the executive director of findings and any deficiencies.
- Maintain current insurance coverage and insurance records; maintain current signatures on record with the bank.
Donations and receipts:
- Supervise deposits, cash-counting, drop-box access. Ensure receipt, report, and track donations, mortgage payments, pledges, and/or other monetary transactions in appropriate manner and on a timely basis and following generally accepted accounting procedures.
- Prepare donation pledges, receipts and acknowledgements sent in proper up to date timing, sending statements twice a year in the spring and fall.
- Maintain and manage appropriate balances and fund transfers.
- Maintain petty cash or employee cash advances.
- Reconcile and audit credit card transactions between the point of sale and credit card companies and the bank statement.
- Prepare annual donor report to include total gifts by donor, gifts by category of donors (church, civic, individual, etc.), status of pledges.
- Process grant funds from governmental, SHOP and other sources per their requirements.
Accounts payable, bill payments:
- Manage accounts payable; coordinate coding with responsible staff, entering in QuickBooks, projecting cash flow requirements and amounts.
- Write payable checks and ensure bills are paid on time.
- Booking expenses and withdrawals from the bank account.
- Manage mortgage payment activity to include, but not limited to the enforcement of the payment policy, management of escrow accounts and communication with homeowners about their accounts.
- Monthly reconcile QuickBooks and KeyStone mortgage receivable balances, escrow balances and all other mortgage-related mortgage financial transactions prior to submitting reports to credit reporting bureaus.
- Prepare and mail monthly past due letters, tracking that in Keystone, and providing executive director and family services director with monthly report on status.
- Annually reconcile escrow accounts and provide all mortgage holders with revised payment coupons and payment summary.
- Record sale of property and book mortgage receivables at time property is closed.
- Coordinate closings and prepare home sale and financing documents (deeds, notes, etc.) for sale of HFHS houses to HFHS partner families.
- Maintain secured files of recorded of mortgages and deed in the locked fire-safe filing cabinet.
- Able to present Habitat for Humanity of Springfield, Missouri, Inc.’s philosophy and program to the public, interested homeowners, and potential volunteers; assist with promoting the Habitat ReStore and program ministry, maintaining a positive public image.
- Ensure daily pick up and delivering mail at the post office; accounting; correspondence; filing in accordance with generally accepted accounting principles and dual-accountability systems.
- Maintain computer network system for organization to include, but not limited to, recommendations for upgrades, consistent software across systems, daily back-ups, troubleshooting and routine maintenance.
- Coordinate all repairs and upgrades for office equipment and telephone systems.
- Maintain safe and routine off-site storage of information systems backup as a part of a disaster recovery plan.
- Maintain up-to-date partner family files and keystone notes for mortgage documents, correspondence, construction information and final build costs.
- Supervise and train accounting volunteers.
- Able to offer devotions at staff meetings, build sites or in other settings as requested.
- Willingness to be flexible and a team player, assisting with other projects when requested.
- Provide warm, welcoming and professional environment.
- Be available to assist a build sites as requested on event builds.
Knowledge, skills and abilities requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
- Knowledge of and commitment to the Habitat for Humanity concept, principles and covenant.
- Knowledge and practice of generally accepted accounting principles, accounting practices, accounts payable and receivable and payroll.
- Able to write reports, correspondence and communications. Ability to effectively present information to employees, management and volunteers and function as a problem-solver.
- Able to relate to all types of people and levels in and outside the organization. Ability and skill to retain and motivate volunteers.
- Position requires an individual who can handle multiple priorities; complete tasks in a timely manner.
- Able to take initiative and demonstrate leadership skills in a team-attitude to meet organizational needs.
- Working knowledge of office machines, multi-line phone system, Internet and email usage
- Must be competent in the use of QuickBooks, MS Office (Excel, Word, Access, Outlook, PowerPoint) and have the ability to learn new software packages as needed, including Habitat for Humanity International's Keystone application.
Education, training and experience requirements: The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- College degree in accounting related field required.
- Three-plus years business experience with an emphasis in accounting, including working and application of generally accepted accounting principles.
- Must have the ability to make recommendation to the effective resolve of problems or issues by using judgment that is consistent with standards, practices, policies, procedures, regulation or government law.
- Ability to organize and prioritize work.
- Ability to work with a wide variety of people and situations.
- Valid driver’s license is required if driving to perform company business.
Physical context and work environment: The context and work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee must possess the physical abilities represented in the knowledge, skills and abilities section above to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The work environment is usually well-lighted, environmentally controlled indoor environment with moderate level of noise. Employee will be required to work in both the program services offices and the Habitat ReStore office. At certain times during the year, this employee will be required to work at an outside construction site, as need dictates. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- This is a full-time salaried position and while full-time employees are expected to put in a minimum of 40 hours per week, it is understood employees demonstrate a strong commitment to the mission of the organization and will do what is necessary to “get the job done.” A significant commitment of time and energy is expected, but the hope is that work beyond 45 hours per week should be the exception rather than the rule.
- Periodic travel for Habitat training events will be required. Must have a valid, clean driver’s license to make bank deposits, pick up materials and other various local errands as needed.
To apply, submit your information to firstname.lastname@example.org . Make sure to include a one page cover letter that articulates how your experience fits with the mission of Habitat for Humanity, your resume, references and salary requirements.
Habitat for Humanity is an equal opportunity employer.