Job Description

Job Description

Job Description

Description:

Classification : Non-exempt

Organization Description

Naples Botanical Garden is a 170-acre world-class paradise, featuring the flora and cultures of the tropics and sub-tropics including Brazil, the Caribbean, Southeast Asia, and Florida. The Garden’s mission is to connect people and plants through display, education, conservation, and applied science. The Garden has beautifully restored native habitats, cultivated gardens, walking trails, and public programming that offer education and enjoyment for people of all ages. Naples Botanical Garden is a 501(c)3 organization.

Position Summary: This full-time bookkeeper position completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices and timecards. Will also process payroll and perform accurate data entry of general journal entries. This is an onsite position.

Primary Duties and Responsibilities:

Accounts Payables and Accounts Receivables (40%)

• Manage A/P and its system, which includes but is not limited to: updating admin settings, monitoring purchase orders and inbox, batching invoices for payment.
• Process invoices and payments for in-house A/P requests (physical checks) and data entry into SAGE.
• Monitoring credit card logs/envelopes for submissions/approvals through Spend & Expense platform. Review of accounting codes assigned to transactions.
• Syncing Bill.com (A/P) and Spend and Expense data into accounting software SAGE Intacct. Resolving any errors identified in the sync to SAGE.
• Verify travel expense reports.
• Monitor and maintain group accounting email box.
• Provide training to staff on 3rd party payables, credit card and payroll systems
• Maintain W-9 files, request vendor W-9’s and vendor or supplier agreement forms.
• Maintain paper and digital archive.
• Preparation of 1099’s.
• Complete any daily deposits and credit card requests into the bank.
• Invoice creation to specific customers when needed.
• Complete cash application related to cash deposits received in SAGE.
• Maintain the subledger and general ledger in balance.

Payroll Processing (20%)

• Bi-weekly processing of payroll through Paylocity.
• Collections of approved expense reimbursement from employees, maintain good recordkeeping and submission of payments with payroll.
• Payment of benefits and payroll deductions (Florida Blue, Guardian, Health EChoices, and WEX).
• Import 403(b) records into Vanguard portal and data entry in SAGE. Import of HSA data into Discovery portal and data entry in SAGE. Maintain good tracking of the imported record and coordinate any issue with respective individuals (Vanguard or WEX agent and HR).
• Handle employee’s payroll questions/requests.

Operational Accounting (30%)

• Account Reconciliations-Bank Accounts, Balance sheet, etc.
• Catering – Collection of invoices from Development Events Manager, validation with Planning Pod.
• Daily CAFÉ sales journal entries.
• Café COGS (Cost of Goods Sold) – monthly collection of inventory report from Café, calculating COGS and journal entry.
• Café COMPS discount – collecting COMP receipts from Café, validate that they amount to COMP in Aloha (POS sales software in use at café), by department.
• Sales Tax – calculation/reporting/file submission.
• Monitor outstanding orders at Visitor Center POS (ACME) and contact the department for a resolution.
• Berger Shop/ Event Network – collection of payment reports, communication to Development for donations amount that needs to go in Raisers Edge (RE).
• Downloading all banking and merchant statements.
• Various Journal entries based on activities above.

Additional Responsibilities (10%)

• Performs other duties as assigned and required.

Requirements/Qualifications:

• Degree in accounting, finance, or business administration preferred, or 2-4 years’ equivalent experience.
• Experience in Sage Intacct is a plus.
• Basic understanding of usual business practices, GAAP awareness is useful.
• Proficient with Microsoft Office (Excel proficiency required, pivot table, basic formulas, etc.).
• Good attention to detail.
• Organized, able to prioritize and manage time effectively, able to work independently.
• Ability to communicate clearly, concisely, and accurately both orally and in writing.
• Ability to develop and maintain positive and effective working relationships with other staff, clients and the public.
• High level of accuracy and good proofing skills.
• Understanding of import/export of csv files.
• Excellent verbal and written communication skills.
• Ability to use standard office equipment (copier, scanner, etc.).
• Work is primarily sedentary in nature; no special demands are required.
• A pre-employment background check required.

Benefits:

• Medical
• Dental
• Vision
• Life Insurance
• Retirement Plan
• Long -Short Term Disability
• PTO
• Paid Holidays
• Garden Perks

Naples Botanical Garden is an Equal Opportunity Employer. The Garden has a long-standing policy of employment and advancement based solely upon qualifications to perform the essential elements of a position without regard to age, creed, gender, national origin or ancestry, race, color, religion, veteran status, pregnancy, marital status, HIV status, genetic information, sex, sexual orientation, handicap or mental or physical disability.

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