Assistant Finance Manager

Description

POSITION TITLE: Assistant Finance Manager

RESPONSIBLE TO: Director of Finance & IT

HOURS: 40+

Salary: $69,680-$87,048  Depending on experience

CLASS: Exempt

BENEFITS: Eligible for FFLC-sponsored benefits (e.g. paid time off benefits such as holidays, floating days, vacation and sick). Health insurance benefits offered the first of the month after 30 days of employment; other benefits after 90-day mutual trial service period satisfactorily completed.

ABOUT FOOD FOR LANE COUNTY: Food for Lane County’s mission is to reduce hunger by engaging our community to create access to food. Food for Lane County (FFLC) is Oregon’s second-largest food bank and part of the Oregon Food Bank Statewide Network and Feeding America. Founded in 1984, FFLC has grown from distributing almost two million pounds of food to now over eight million pounds of food to roughly 80,000 people throughout Lane County’s 4,700 square miles. 

FFLC’s work is guided by its core values of compassion, inclusion and collaboration. On a daily basis, FFLC engages the community to create access to food. FFLC acquires food from multiple sources including USDA commodities, food rescue efforts, food drives, and growing food at our two garden sites. Our work primarily consists of overseeing a network of 160+ independent partner agencies who offer food pantries, meal sites and other services as it aligns with their own, unique organizational goals. 

FFLC also operates direct service programs including Meals on Wheels – Eugene, The Dining Room, Summer Food Program, Snack Pack, and gardens programs (GrassRoots and the Youth Farm). This work would not be possible without the support of approximately 4,000 volunteers annually and the generosity of several thousand donors.

SUMMARY OF POSITION: Assist the Director of Finance & IT and has supervisory responsibility for ensuring the accurate and timely processing of payroll and accounts payable. Administer employee benefit enrollments and changes.

PRIMARY TASKS & RESPONSIBILITIES: 

Payroll

· Supervise preparation and completion of biweekly payroll. 

· May perform all payroll duties in the event of Payroll/Accounts Payable Coordinator’s absence, complete biweekly payroll and transmit. 

· Submit Paycard debit card information for employee enrollments, as needed.

· Distribute payroll vouchers to employee mailboxes.

· Prepare or review special check requests; lost/replacement and termination checks.

· Review and respond to garnishment requests; create employee folders for payroll processing of garnishment.

· Respond to employment verifications.

· Reply to 501c Unemployment Trust with employee information for pending unemployment claims.

· Enter monthly payroll journal entries from Summary Reports to the general ledger (G/L).

· Run monthly payroll reports for Director of Finance & IT.

· Prepare quarterly reconciliation of 941 reports to the G/L.

· Quarterly transmit 941 and Oregon Quarterly (OQ) reports to 501c Unemployment Trust and run Period Charge Report to obtain unemployment charges for the quarter.

· Maintain employee records, yearly create wage increase change forms, and payroll deductions spreadsheet.

· Prepare custom payroll reports out of Paylocity for project based tracking and other supporting programs.

Accounts Payable / General Ledger

· Review all invoices for appropriate coding and management approval.

· Perform EFT & ACH cash transfers and on-line credit card payments for approved vendors (list reviewed by Executive Director and Director of Finance & IT annually).

· May perform all Accounts Payable (A/P) duties in the event of Payroll/Accounts Payable Coordinator’s absence: perform vendor maintenance, enter invoices, print and mail A/P checks.

· Provide bank statement reconciliation of A/P checks & EFT debits for the Director of Finance & IT.

· Prepare SAIF workers compensation, liability insurance, and postage journal entries monthly.

· Reconcile payroll liabilities quarterly, at a minimum.

· Prepares monthly Lane County billing.

· Respond to Departmental requests for G/L detail and other reporting as needed.

· Run monthly Company Credit Card Statements and distribute to users for review/submission w receipts to AP. Maintain payment submissions on CC account to maintain active availability.

Supervisory

· Train and supervise work performance of the Payroll/Accounts Payable Coordinator.

· Perform annual and semi-annual employee reviews.

PRIMARY TASKS & RESPONSIBILITIES: (continued)

Benefits Administration

· Enroll employees in health, dental, vision, STD/LTD/Life/AD&D insurances, FSA, and 401(k) plan and create spreadsheets for monthly invoice payments of such benefits.

· Prepare census reports for yearly insurance renewals.

· Maintain procedural documentation of insurance web sites for maintenance, billings, and payments.

OTHER TASKS & RESPONSIBILITIES:

· Post A/P and Inventory subsidiary files to G/L.

· Code Cash Receipt batches/activity and prepare deposits of donations and other miscellaneous cash receipts and submit to bank.

· Prepare and review Cash Receipt postings to GL.

· Review significant, non-routine journal entries prepared and posted by Director of Finance & IT. 

· Assist Director of Finance & IT with annual personnel budget preparation.

· Annually review with Director of Finance & IT the personnel and A/P allocations.

· Maintain documentation of critical job functions to enable department staff to perform those functions as needed.

· Responsible for security of blank checks (locked file cabinet).

· Provide support and schedules for YE Audit, Workers Comp Audit, Lane County Audit 

· Perform other duties as assigned by Director of Finance & IT.

· Attend All Staff meetings and departmental meetings.

SKILLS & QUALIFICATIONS: We value all forms of experience including unpaid work, lived experience, education, and training.

· 5+ years’ experience with all aspects of payroll and accounts payable.

· 2+ years supervisory experience or other leadership/mentoring experience.

· Associate’s or Bachelor's degree preferred.

· Computer experience with integrated accounting software, report-writing software, working knowledge of Microsoft Word, Excel, Outlook and TEAMS.

· Able to maintain professionalism while working with a variety of confidential information.

· Ability to exercise prudent judgement, prioritize workload and meet deadlines.

· Team player, flexible, intuitive, self-motivating, detail-oriented and highly organized.

· Repetitive use of hands such as grasping, twisting/turning of wrists, and finger dexterity necessary to perform various clerical duties such as typing, writing and maintaining files.

· Frequent use of arms such a pushing/pulling to open and close drawers and cabinets.

· Ability to sit/stand for extended periods at assigned station.

· Ability to bend and/or reach and occasionally lift up to 25 pounds (files for storage).

· Continuous clarity of vision at 20 inches or less for normal processing of work.

· All offers for employment are contingent on a satisfactory background check. 

NOTE: Job descriptions are not intended to be and should not be construed as exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of principal job elements essential for making fair pay decisions about jobs.

Reasonable Accommodations: Food for Lane County, complies with federal, state, and local laws regarding reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources, 541.343-2822.

FFLC is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, age, national origin, marital status, genetic information, veteran status, diverse ability, or any other characteristic protected under local, state or federal law.