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Jobs at BGC

BUSINESS OFFICE ASSISTANT

 

DESCRIPTION

 

Assists Business Manager in business operations and extramural research grant administration at a small, non-profit scientific research institution.  Duties include general accounting, payroll support, audit preparation, front office management, website maintenance, building and facilities support. Ensures completeness, accuracy, and integrity of business data.  Provides general support primarily to the Business Manager and the Director and, when time allows, to other staff. Applications will be reviewed beginning June 1, 2024, position is open until filled. Preferred start date is immediate pending interview.

 

RESPONSIBILITIES

 

GENERAL ACCOUNTING FUNCTIONS

Accounts Payable:  Assists with or prepares in-house purchase orders; receives orders, checks packing slips for correctness and completeness; matches packing slips to PO’s and invoices; receives, dates, stamps, and codes invoices; inputs invoices into accounting software; provides complete and accurate documentation to Business Manager for check-write process; mails payments to vendors; maintains up-to-date vendor files.

Accounts Receivable:  Obtains approvals and send out in-house invoices; receives payments and reconciles with invoices, and monitors receipt of EFT cash deposits; enters transactions into accounting software; prepares deposits; updates cash receipts spreadsheet; maintains up-to-date client files.

Data entry into general accounting software:  Is responsible for regular, accurate, and complete entry of journals; is responsible for vendors’ and clients’ lists; along with the Business Manager, is responsible for the integrity of the general accounting software and system.

Banking functions:  Reconciles cash accounts monthly – checking, payroll, money market, and petty cash; ensures that all banking transactions of record for the independent annual audit are complete and fully documented; maintains up-to-date banking files.

Travel and other reimbursements:  Checks travel and other expense vouchers and back up documents for accuracy and completeness and codes expenses; prepares reimbursement requests; enters data into general accounting software; maintains up-to-date employee reimbursement files.

Functional Expenses:  In conjunction with Business Manager, maintains the Functional Expense Monthly Allocation spreadsheet and reconciles to the general accounting system; distributes non-payroll expenses monthly across functions; from functional expense entries makes journal entries into accounting software; ensures accuracy of data as a spreadsheet of record for the audit.

Fixed Assets:  Maintains fixed assets spreadsheet, enters laboratory and office equipment purchases and leasehold improvements; reconciles to the accounting system; ensures accuracy of data as a spreadsheet of record for the audit and the Property Tax Statement for the County Assessor.

Payroll Functions:  reconciles vacation and sick leave records monthly and enters usage into payroll; reports balances to employees monthly; books vacation liability into general accounting software quarterly.

Annual Audit:   Assists with organization and preparation of documents and records for the annual audit.

 

GENERAL DUTIES

For Business Manager and Director- provides data and reports and works on special projects as requested; assists in arranging Board of Directors’ Meetings; assists with social events; maintains Board of Directors’ and BGC Staff Rosters; helps coordinate lodging for visitors.

Front Office:  Is responsible for ensuring front office is open and attended during regular business hours; is first point of contact via telephone and walk-in reception; is courteous and efficient in public contacts; answers multi-line phone, directs calls, takes accurate messages and transmits promptly to recipients; receives, sorts, and distributes mail and express deliveries; notifies recipients of deliveries; ships packages; is responsible for managing key inventory, processes key requests, keeps records, orders copies, collects and returns key deposits; monitors office supplies and orders as needed; maintains equipment inventory system, ensures new equipment is promptly and accurately numbered; monitors office equipment, schedules service calls, maintains website updates and maintains library resources, monitors journal subscriptions, maintains organization of library materials; compiles staff bibliography; takes minutes at monthly staff meetings, noting action items, and distributes to staff; other general duties as necessary.

REQUIRED QUALIFICATIONS:

  • Experience with accounting assistance in a business office setting.

  • Experience handling a multi-line phone system and general reception duties.

  • Experience with Microsoft Office and QuickBooks Online applications.

  • Demonstrated ability to devise and implement administrative office systems (e.g., filing, message distribution).

  • Demonstrated ability to pay meticulous attention to detail as well as understand the overall administrative concepts that govern tasks.

  • Demonstrated ability to handle unexpected tasks; ability to improvise procedures and to exercise judgment under urgent deadlines.

  • Excellent oral and written communication skills.

 

DESIRED QUALIFICATIONS:

  • Have at least 2 years of bookkeeping experience (nonprofit experience preferred).

  • Be able to identify and solve routine administrative problems.

  • Be organized, systematic and efficient.

  • Have experience with front desk management; communicate with vendors, visitors, and co-workers in a pleasant, professional way.

  • Have experience with general office management.

  • Be willing to learn and adjust as necessary.

 

SALARY AND BENEFITS: $63k-$73k depending on experience. Health and dental coverage. Employer contributes 10% of salary to a 403(b) retirement plan.

 

TO APPLY: Send your resume, including names and contact information for three references, as a PDF by email to jobs@bgc.org.

 

The Berkeley Geochronology Center is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status

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