Accounts Receivable/Deposits:

Prepares check register and Verisign Reports.  Routes copies to appropriate staff.  Keeps copies of all documents. 

May prepare deposits for organizations and takes to bank or sends to investment firm.

Prepares JEs for deposits.

Receive  and process registration payments via maxx: input data; create invoices, process payments, refunds, and transfers

Code/review coding on incoming deposits

Record meetings payments in maxx

Accounts Payable:

Receives incoming invoices, routes to appropriate staff.  Ensures invoices are approved in a timely manner.  Keeps records of invoices that have been routed and alerts staff to possibly overdue bills.  Codes invoices for proper accounting code and enters invoices to be paid into Solomon.  Mails checks.  Maintains vendors in Solomon. 

Codes the monthly amex expenses.

Accounting General:

Handles all internal filing of financial records.  Responsible for maintaining accurate files and filing records in a timely manner.  

Maintains paper records of intercompany invoicing between DSA and DSEF.

Assists the auditors during the annual audit by providing various financial records.

Assist in weekly cash flow reporting.

Prepares quarterly Annual and Sick Leave Records.

Provides secretarial, clerical and administrative support to the Finance Department.

Registration:

Staff Registration desk at meetings to process payments onsite or confirm paid status.

Receive and process registrations: input data; create invoices, process payments, refunds, and transfers, keep files, follow-up with attendees for any needed items

Report and track attendance statistics using database.  Database tasks include data entry, reporting, payment processing, and meeting set up in MAXX.

Produce financial reports and exports from maxx and Solomon as requested

Code/review coding on incoming deposits to ensure meeting registrations are credited to the proper program.

Create attendee packets, including printing, attendance lists, copying, tent cards, handouts, labels, badges, etc.

Coordinate registration supplies at meeting sites

Trains and supervises temporary registration staff on site

Maintains professional courtesy even when communicating negative information.

Use technology at meeting sites, i.e. set up printers, use remote computer access

Assist with meetings administrative support as requested.

Exports database reports for promotional mailings

Take calls from members and attendees regarding meetings

Maintains meeting and event information in database, Website and in files

Admin support including packing trunks, tracking sponsorships

Maintains historical archives

Office:

May need to walk to the bank or other vendor locations such as USPS or a printer (even in inclement weather) to deliver checks or other materials.

Back up support for staff questions, replaces computer peripherals when needed.

Back up coverage for ordering supplies, stock shelves, lift heavy boxes, manage kitchens and move equipment.

Backs up operating the postage system, outgoing mail and incoming mail.

May send registered mail on behalf of organization.

Coordinates with building maintenance to address office problems.

Backs up process for Runs errands outside of office as needed (post office, Visas).

Carries out other duties and responsibilities as may be assigned from time to time in keeping with the purposes of DSA.