Job Posting OPEN
Troop Accounting Specialist
Job Summary:
The Troop Finance Specialist serves
as the main contact for all items related to troop bank accounts and financial
reports, financial activity related to product sales, and collections efforts.
This position is responsible for communicating with troop leaders, other
departments, and outside agencies to facilitate troop financial activities.
Essential
Duties and Responsibilities:
·
Coordinate with troop leaders and volunteers to
open, maintain, and close bank account(s) at Council-approved financial institutions.
·
Ensure complete and accurate documentation is received
and maintained in accordance with Council policies.
·
Create and maintain all forms, both paper and
digital (JotForm, Adobe Sign, and DocuSign), related to troop banking.
·
Maintenance of troop bank account information
in the Council’s accounting software to ensure timely payments to troops from
Council.
·
Develop and maintain relationships, as well as
processes and procedures, with financial institutions to ensure oversight
capability of Council assets.
·
Develop and maintain processes and procedures relating
to troop financial activity to ensure oversight of Council assets through periodic
financial reviews.
·
Coordinate and develop processes with the
Membership Support team to complete the 10% random review of financial reviews
for troops and service units.
·
Track membership and background check status of
volunteers that are signers on troop and service unit bank accounts.
·
Monitor troop statuses to ensure qualification
requirements are met in order to obtain or keep open bank accounts.
·
Review bank accounts for dormancy and close
accounts when necessary.
·
Assist Membership Support team in reviewing
troop or service unit bank accounts when concerns arise from employees or
volunteers (i.e., fraud, misappropriation of funds, etc.).
·
Assist other Council departments with payables
and receivables by preparing, processing, and reconciling ACH (Automated
Clearing House) transactions (i.e., Product Sales receivables
for fall product sales and cookie sales).
·
Enter payments to appropriate product sales
platform and reconciles to the general ledger.
·
Communicate balances owed to troop leaders and caregivers.
·
Collect required documentation for potential
collections; assesses appropriateness of documentation received against Council
policy to determine collection type (troop leader or caregiver).
·
Draft and mail collection letters to parents
and volunteers, as appropriate. Submission of delinquent balances to collection
agency with supporting documentation when appropriate.
·
Review and resolve discrepancies related to job
responsibilities.
·
Provide excellent customer service by respectfully
coaching and explaining Council and Department policies and systems to staff
and members.
·
Maintain the Council’s records ensuring each is
appropriately labeled and cataloged, shredding annually based on Council
retention policies.
·
Maintain and coordinate the implementation of
accounting and accounting control procedures in collaboration with the Chief
Business Officer.
·
Provide administrative support to the Human Resource
and fiscal departments as needed.
·
Attend meetings with staff, volunteers, etc. as
needed.
·
Work interdepartmentally to ensure council
goals are met.
·
Work productively with a diverse group of
people by establishing positive working relationships with staff in various
departments and locations.
·
Work with cross-functional team to determine or
develop innovative strategies to ensure the effective delivery of customer
service to members.
·
Maintain current knowledge of Council programs
to support designated finance processes and to ensure consistent messaging.
·
Other related duties as requested.