Accounting Clerk

Title: Accounting Clerk

Employment Status: Full-time

Department: Finance

Reports to: Director of Finance & Technology

Supervises: Not Applicable

Salary: Hourly rate of $25 – $30 based on experience and qualifications, + benefits

To Apply: Please send resume and cover letter to humanresources@wfmn.org. Applications accepted through October 7, 2024, or until filled.

FLSA Status: Non-Exempt

Location: Hybrid work environment (both virtual and in-office). Office expectation is approximately 25%. As a community foundation with a statewide focus, community context is an integral aspect to achieve the Foundation’s mission. As such, the incumbent to this position should reside within the state of Minnesota and within a commutable distance to WFM’s office in Minneapolis.

Access: We encourage interested candidates to submit application materials and indicate in their submission if they need flexibility in the hiring process.

Summary

The Accounting Clerk at the Women’s Foundation of MN is a new position responsible for the accounts receivable and grants payable functions of accounting. 

This role is responsible for gift entry in Blackbaud Raiser’s Edge, posting to the general ledger, sending receipts to donors, tracking pledge receivables and ensuring gifts are properly coded per the donor’s and funder’s instructions. 

This role is also responsible for processing approved grant applications, which includes collecting the required documentation to ensure the grantee-partners fall within the grantmaking guidelines of the foundation. 

Essential Functions: Role-Specific

Financial Administration: Donation and Revenue Receivables: 60%

Manage donation and grant receivable processes, including donor/funder recognition, including: 

• Receive, record, process and reconcile all donations and funding, ensuring accuracy and partnership with the Financial Operations Analyst. 
• Manage donation and funding acknowledgement processes, ensuring donors and funders are thanked in a timely manner. Maintain relevant file and documentation related to acknowledgement processes. 
  • Regularly update content of letters, in partnership with communications staff, to match thank you copy to appeal language and other timely or strategic messaging. 
• Generate donation and funding revenue reports to be emailed to staff daily, providing notification of needed actions and information (thank you calls, follow-up, notification of variances in gift sizes between expected vs actuals, etc.). 

Lead all documentation and file management processes according to policies, procedures and IRS regulations. 

• Support staff in entering stakeholder information and actions into database, including training on data entry procedures and other database features. 
• Lead Blackbaud Raiser’s Edge data entry, hygiene, record keeping. 
• Create, update and maintain procedures for data entry. Recommend updates to related policies as needed. Provide support for moves management (donor and funder actions) as requested. 
  • Support fundraising efforts by providing regular and as-needed reports on all revenue-generation efforts. 
  • Assist with event registration needs including processing registration and sponsorship payments before and during events. 
  • Generate required information for annual audit and Form 990 reporting needs. 
  • Assist budgeting and forecasting needs by providing actual and projected reports 
  • Provide other reports as identified. 

Serve as technical expert in:

• Raiser’s Edge and Foundation Cloud, including: 
  • Train staff on contact report entry and basic navigation 
  • Maintain Raiser’s Edge Development Handbook 

Support Board of Trustees and volunteer engagement in fundraising and campaign work. 

Financial Administration: Grantmaking: 40%

• Process all grants for payment, ensuring proper documentation and adherence to policies and procedures. 
• Conduct due diligence process on grants by gathering information on current and potential grantees, ensuring compliance with IRS regulations and Foundation grant requirements. 
• Manage electronic grant files, including storing, archiving, and retrieving grant files on Microsoft SharePoint, aligning with records retention policies and procedures. 
• Manage Foundation Cloud, Spectrum Portal, and donor advised fund portal, including:
  • Lead data entry, hygiene, record keeping, and list/report development in Foundation Cloud. 
  • Lead grant workflow processes related to data entry; administer quality control of data and constituent information to ensure accurate and efficient reporting of grants data through Foundation Cloud database. 
  • Generate routine data reports for annual membership reports, stakeholder reports, and other reports as requested. 
  • Create and maintain a user manual for Foundation Cloud. 
  • Support and train team on grants database, as needed. 

Essential Functions: Organizational

• Participate as an active member of the Foundation staff by working collaboratively with other team members, and by communicating openly and honestly with staff and volunteers. 
• Attend Women’s Foundation of Minnesota events as well as external community events, as required and/or as requested by the Director of Finance & Operations/Executive Vice President of Finance and Administration. 
• Perform all other projects and tasks as assigned by the Director of Finance & Operations. 

Job Specifications

Desired Education & Experience

• Two years database entry experience: could include Blackbaud, QuickBooks, SAGE. Must include some experience using Blackbaud Raiser’s Edge NXT; can still be a beginner, must have some familiarity with the program. 
• Bachelor’s degree preferred or equivalent education and experience. 
• Practical work experience and/or interest in grantmaking, fundraising, event management, or other nonprofit work. 
• Experience and comfort using PC computers, Microsoft products (SharePoint, Word, PowerPoint, and Excel), the Internet, and a commitment to learn and become proficient in GE Fusion databases. 
• Commitment to women’s and girls’ issues and gender and racial equity. 
• Demonstrated experience and commitment to working with diverse community stakeholders. 

Knowledge, Skills & Abilities

• Demonstrates initiative and a solution-focused attitude while positively contributing to our team environment. 
• High aptitude for technology and desire to improve data capturing processes, and use of data, utilizing technology. 
• Must excel at managing multiple projects while remaining detail-oriented, well-organized, and methodical. 
• Ability to understand and take directions and ask questions as needed to clarify work. 
• Commitment to actively participating in the Foundation’s learning culture, including topics that increase understanding of diversity, gender and racial equity, and inclusion. 
• Strong, proven communicator: ability to communicate data, both orally and in writing, to diverse stakeholders. 
• Basic understanding of data collection and analysis applied research, and qualitative and quantitative analysis. 
• Self-initiated and able to plan and manage own work. Able to solve routine problems independently. 
• Understands confidential nature of organization information and maintain confidences. 
• Works as an effective and proactive team-player. 
• Sense of humor. 
• Passion for the Women’s Foundation of Minnesota’s mission. 

Physical Requirements Necessary to Perform This Job

• Hear and speak to use telephone and communicate with people both in and out of the office environment. 
• Sit at desk for extended periods, as well as move around office area repeatedly throughout the day. 
• Apply manual dexterity for computer keyboarding and office equipment use. 
• Visual ability to review detailed reports and information. 
• Occasional paid overtime during times of high volume. 

Tools and Equipment Used

• Incumbent must be able to use multi-line telephone, calculator, multifunction copy machines, fax machines, computers, postage machine, and other office equipment. 
• Able to become proficient in Microsoft 365 applications. 

To Apply

Send resume and cover letter to humanresources@wfmn.org. Applications accepted through October 7, 2024, or until filled. Please note that WFM participates in E-Verify, which is a service to confirm employment eligibility. This process will occur after an offer of employment is extended.