Accounting Clerk

Description

About the Organization

George Kaiser Family Foundation (GKFF) is a Tulsa-based charitable organization dedicated to providing an equal opportunity for young children in Tulsa through support of early childhood education, community health, social services, and civic enhancement. The investment team manages GKFF’s $4+ billion globally diversified and growing investment portfolio. GKFF is a dynamic non-profit organization with a talented team of professionals who maintain an entrepreneurial culture as they encounter new projects, opportunities, and challenges every day.

Position Summary

This position involves a combination of administrative tasks, data entry, and basic financial analysis, while assisting with Accounts Payable and Cash Receipts transactions for multiple not-for-profit organizations. The successful candidate will be responsible for the daily processing of invoices for the organization or its affiliates, including obtaining approvals for payment; preparation and coding of invoices; entry of invoices into the accounting system; preparation and entry of expense report reimbursements; communications to resolve issues; vendor correspondence and reconciliations. Responsibilities may also include certain cash receipts processes, such as depositing, coding and receipting. Responsibilities will include assisting others on the team in completing these tasks, as well as other duties as assigned.

Essential Duties And Responsibilities

Data Entry and Record Keeping

• Input financial data into accounting, payables, and expense reimbursement software with accuracy.
• Maintain organized, accurate, and up-to date financial records and files.
• Assist in the preparation of accounts payable and other related reports and statements.
• Assist in preparation of Audit “PBC” workpapers and supporting schedules.
  
  

Accounts Payable

• Collect invoices, obtain approvals, ensure proper coding and supporting documentation (receipts, invoices, and W-9s).
• Input data (vendor information, invoice detail, etc.) into software systems to prepare payables.
• Export queries for reporting / transfer purposes.
• Prepare checks and electronic payments.
  
  

Accounts Receivable

• Run reports and prepare invoicing for various LLCs.
• Record cash receipts and deposit payments.
• Monitor accounts receivable and follow-up on outstanding payments.
  
  

Cash Receipts & Contributions

• Record and deposit receipts when required
• Provide banking institution with needed deposit instructions for fund disbursements.
• Export queries for reporting / transfer purposes.
• BS&E credit card approvals and follow-up with cardholder for missing/inaccurate information.
• BS&E credit card account reconciliations.
• Process GKFF and BEST grant requests.
  
  

Bank Reconciliation

• Reconcile monthly bank statements and resolve discrepancies on assigned accounts.
• Record and track bank transactions accurately.
  
  

Expense Reports

• Aid staff in submitting and processing expense reports.
• Verify expenses for accuracy and compliance with organization policies.
• Confirm coding and supporting documentation is provided for each expense.
  
  

Compliance and Reporting

• Ensure compliance practices are in line with internal control policies.
• Generate and distribute informational reports as required.
• Assist Supervisor and Controller with monthly and year-end closing processes, including Form 1099-MISC filings.
• Support annual audit preparation.
  
  

General Administrative Support

• Provide administrative assistance to the accounting team.
• Assist with special projects and tasks as assigned.
  
  

Requirements & Qualifications

Education and Experience:

• 1-2 years of recent accounts payable or bookkeeping experience highly preferred
• Bachelor’s degree or equivalent experience preferred
• Experience working with non-profit organizations, investment services, or family offices preferred
  
  

Competencies, Skills, And Abilities

• Proficient with Microsoft Office Suite (specifically Excel, must be able to use basic formulas)
• Experience with QuickBooks, Bill/Divvy, or other accounting systems
• Excellent attention to detail and data accuracy.
• Strong organization and time-management skills.
• Intrinsically motivated, comfortable working individually or with teams, and an excellent problem solver.
• Ability to maintain confidentiality and discretion in financial and community matters.
• Strong interpersonal skill set and passion for excellent customer service; engaging with respect, professionalism, compassion, and kindness in all interactions.
• Excellent communication skills, both verbal and written, in-person and virtual, with demonstrated competency in listening, seeking to understand, accurately and clearly exchanging information, providing directions, following up, and ensuring proper documentation.
• Able to multitask while maintaining efficiency and detail-oriented tasks with shifting priorities while in a fast-paced team environment.
• Desire to create objectives, establish priorities and proceed with goals under limited supervision.
  
  

Physical Requirements

• Ability to sit in front of a computer monitor for multiple hours at a time.
  
  

Hours and Location

• This position is based at 7030 S. Yale Ave., Suite 600, Tulsa, Oklahoma 74136
• A typical work week is Monday - Friday from 8:00 a.m. – 5:00 p.m.
• The work week will occasionally vary with advance notice depending on scheduled programming and other events; on occasion, may require evening or weekend hours
• Domestic travel required on occasion
• Reliable transportation
• Ability to attend in-person meetings
• Optional Hybrid remote work - employee’s ability to work remotely on certain days is at the sole discretion of the GKFF Executive Director and direct supervisor