Manager of Finance Administration (FT), Daughters of St. Paul, Jamaica Plain

The Manager of Finance Administration for the Daughters of St. Paul is at the service of the Pauline Book & Media Centers and Outreach, Publishing House, and other departments related to the performance of the Pauline mission. The Manager is responsible for the smooth, day-to-day functioning of the Central Administration office. Specific areas include Accounts Payable, Accounts Receivable, period end, accounting issues relating to Publishing House contracts,
cash flow monitoring, and payroll processing. The Manager is responsible for prioritizing tasks and updating the Provincial Treasurer on any open issues. The Manager is also responsible for preparing financial reports, budgets, and communicating the financial status of the apostolic sectors to the Provincial Treasurer and apostolic leadership teams.

Reports to: Provincial Treasurer
Supervisor of: Accounting Clerk
Collaboration with: Publisher, Information Systems, Inventory Manager, Human Resources, Book Center Offices, and Book Center and Publishing House Managers.
Specific Activities:

Accounts Payable

• Supervises the work of the accounting clerk to ensure that all approved invoices are accurately entered for payment in a timely manner. These invoices include invoices for inventory received in the Teamwork Commerce retail system, Publishing House warehouse, administrative expenses, and contractual payments owed to our authors, illustrators and other Publishing House agreements.
• Weekly responsible for importing matched invoices from Teamwork Commerce into (Sage) accounting system. Responsible for reviewing accuracy of all invoices entered through Teamwork Commerce.
• Daily updates list of uncleared checks and prepares report for Provincial Treasurer.
• Weekly prepares report of open invoices.
• Weekly presents recommendation to Provincial Treasurer of invoices to process for payment, in order of priority.
• Supervises the work of the accounting clerk to perform check runs for invoices.
• Representative of Pauline Books and Media to our vendors, responsible for ensuring timely and professional correspondence with vendors regarding billing issues, credit applications, tax exempt certificates, and other requests.
• Supervises the work of the accounting clerk to ensure timely review of all vendor statements and follow up on any discrepancies.
• Informs the Provincial Treasurer and Manager of the Book Center Office of any ongoing issues with vendors, including credit holds and past due accounts.

Accounts Receivable

• Weekly responsible for importing invoices and payments from Teamwork into (Sage) accounting system.
• Weekly prepares a report of total deposits received, to assist in determining available funds for scheduling accounts payable.
• Supervises the work of the accounting clerk to ensure accurate and timely application of customer payments. Preparation of bank deposits.
• Supervises the work of the accounting clerk to ensure timely processing of all customer statements and follow up on any discrepancies and past due accounts.
• Supervises the work of the accounting clerk to maintain customer databases, update address information, merge duplicate customers, etc.
• Supervises the work of the accounting clerk to ensure that customers’ sales tax certificates are accurately updated in the Avalara system.
• Informs the Provincial Treasurer of past due accounts, documents collection attempts, and recommends further actions.
  
  

Financial and Period End Reporting

• Responsible for period end accounting, including preparation of monthly Internal Transfers Report.
• Monthly responsible for reconciling local bank deposits with deposits in Teamwork Commerce, journaling expenses paid locally, and informing local manager and Provincial Treasurer of any discrepancies.
• Daily records bank transaction activity in Central Admin and Publishing House accounts.
• Daily reconciles credit card settlements with Teamwork Drawer Memos to identify any discrepancies in credit card settlements.
• Responsible for evaluating financial feasibility of new titles and reprints and submitting recommendations to publisher.
• Responsible for preparing six-month budgets for both Publishing House and Central Administration. Assists Publishing House, Book Center, and Outreach Managers in preparing budgets for their specific areas.
• Responsible for presenting six-month budgets to Provincial Treasurer and making recommendations.
• Responsible for preparing weekly, monthly, quarterly, and annual financial reports of Book Centers, Outreach, Publishing House and any other apostolic area.
• Responsible for monitoring apostolic cash flow, ensuring financial stability of all proposed plans and projects, and alerting Provincial Treasurer of shortfalls.
• Responsible for presenting financial reports to Provincial Treasurer and apostolic leadership teams.
• Provide training to Sisters and staff on preparing budgets, understanding financial reports, and evaluating financial viability of apostolic projects.
• Responsible for following up with 3 rd parties (Paychex and Avalara) on any discrepancies regarding filing of payroll and sales taxes. Informs Provincial Treasurer of any follow-up needed.
• Responsible for maintaining updated account of apostolic assets purchased, sold, removed or disposed of.
• Responsible for scheduling renewal of all business licenses for Pauline Books and Media Centers.
• Responsible for preparing responses to U.S. Census Bureau and all other government reporting on apostolic activity, for final submission by Provincial Treasurer.

General

• In collaboration with Information Services, follows all security protocols for handling sensitive information and supervises accounting clerk to follow same security requirements.
• Follows up in collaboration with Information Systems, on security requirements for credit card processing and handling of customer data for our Book Centers, Outreach and Publishing House.
• Assists Information Systems in managing information resources (e.g. computers, software, servers, databases, phone systems and other assets belonging to PBM).
• Evaluates, implements and follows procedures to safeguard the physical assets of all apostolic facilities from theft, vandalism, and other unauthorized dispositions. Assists with training of Sisters and staff in these procedures.
• Performs clerical office duties such as filing, scanning, faxing, and answering correspondence as needed.
• Organizes retention of Central Admin files and prepares old Accounts Payable and Receivable documents for annual shredding.
• Maintains desk and work environment in an orderly and clean manner.

BELIEFS/ ATTITUDES

1. Awareness of the importance of timely reporting of financial information to the appropriate receivers.
2. Honest and trustworthy to always report accurate information.
3. Maintain confidentiality about the financial records of Pauline Books & Media.
4. Ability to clearly and concisely communicate financial or administrative information. Receive feedback.
5. Ability and willingness to educate the members of the organization in financial responsibilities, so that the members become financially empowered to make wise decisions in alignment with the vision of Pauline Books & Media.

KNOWLEDGE

1. Required at least a bachelor's degree in accounting, finance, business administration, or related field. Required at least three years professional experience
2. in related field.
3. Demonstrates specific knowledge in financial accounting, managerial accounting, and management for nonprofit organizations.
4. Possesses specific knowledge about preparing budgets, financial reports, and maintaining financial records.
5. Acquires specific knowledge and information about each apostolic sector of Pauline Books & Media and the history of the organization.
6. Able to provide leadership and utilize the knowledge and competencies of those working with her/him in the area of administration.

SKILLS

1. Able to solve problems to create solutions for complex business challenges.
2. Strong communication and management skills to assist and educate the members in an understanding of the value of budgeting, streamlining processing, inventory management, coordinating and sharing information, etc.
3. Strong analytical skills to conduct and evaluate performance measures.
4. Appropriate communication and social skills.
5. Experienced diplomatic and negotiating skills.
6. Practiced leadership skills.
7. Relational and team skills.

ABILITIES

1. Ability to maintain multiple tasks and meet deadlines.
2. Ability to delegate.
3. Able to network and maintain professional relationships.
4. Willingness to be accountable to apostolic leadership teams and to the Provincial Treasurer.
5. Ability to be evaluated.

Pay range - $55,000 - $60,000
To apply, please send resume and cover letter to humanresources @paulinemedia.com