Data Entry and Book Keeper

Data Entry Specialist & Book Keeper

Position Description: The Data Entry Specialist, spending the majority of their work day on a computer, will be expected to process accounts payable and payroll using Quickbooks as well as manage our main database system, which is Salesforce. This individual will need to be detail oriented and insure accuracy and timeliness in all tasks in order to provide accurate reports and information to Leadership Team as requested.

Reports to : CFO

Essential Functions:

1. Regularly uses Quick Books Accounting System to establish and maintain accurate book keeping records for Hinton Center's accounts payable and payroll including collection of timecards and timely processing of payroll - keeping in mind that holidays will result in scheduling changes.

2. Assists CFO with accounts payable - coordinating check signing with CEO and other Board Designated representative as needed.

3. Weekly, supplies CEO, CFO, and Director of Operations with an updated accounts payable list to obtain approval on what checks to cut.

4. Weekly, prepares checks and pays bills maintaining payment within due dates as cash flow allows.

5. Regularly utilizes copy machine to scan, fax, and make copies as required.

6. Answers Hinton's multiline phone with a cordial greeting identifying the name of the organization and asking how he/she may assist the caller forwarding to individual or voicemail as needed.

7. Displaying professionalism and hospitality, greet visitors upon entrance to building and helps as needed.

8. Respond to email general inquiries within 24 hrs during regular business days.

9. Maintain clean and organized common areas in office.

10. Maintains donor database with accurate and up to date information sending initial thank you email or letter if no email is available within 5 business days of receipt of donation. Notify immediately of any donations of $500 or more and/or if donation is for specific event (ie. In memory of, in honor of, from a Board Member).

11. Maintain office filing system in an organized fashion. File documents daily insuring that all confidential information is filled in a secure drawer. Secure file drawers unless in use. Secure keys so that others do not have access to the drawer unless authorized.

12. Prepare all documentation for Board Meetings including print and portal access to be posted at least one week prior to the meeting.

13. Take minutes at all in person and virtual Board Meetings and submit to Chair, CEO, and Board Secretary. Create a binder with all board meeting materials including minutes (which ultimately need a signature) within a week of each in person and phone Board Meetings.

14. Be an active member of Hinton's Safety Team following all safety procedures and encouraging a safe work environment at all times.

15. Communicate with contacts to update information, depending on the role (clergy, donors, partners, resources, volunteers, team leaders, etc.). The ability to clearly and efficiently communicate, research, and retrieve information to update records is required.

16. Transfer data from various sources into the database.

17. Comply with security backups and regular checks to ensure data is saved and stored properly.

18. Review data for deficiencies or errors, correct any incompatibilities, if possible, and check output.

19. Generate reports as requested.

20. Keep information confidential.

21. Comply with data integrity and security policies.

22. Coordinate mass communications, such as appeal letters and emails.

23. Update databases as returned mailings and “bounced back” emails are received and resend them.

24. Support Mission Outreach with Medicaid billing.

Secondary Functions:

1. Assist guests in office, as needed.

2. Pick up mail from Post Office daily and distribute to appropriate parties.

3. Take mail to Post Office daily for processing.

4. Assist with special projects as needed and when directed by program staff and President/CEO.

5. Be available on occasion for special events outside of regular working hours, i.e. Board Meetings, community events where Hinton has a presence.

6. Place orders for office supplies as requested by staff with approval for orders over $50.00 from CFO unless routine supplies such as printer cartridges which may exceed $50.00.

7. Maintain office equipment including regular updates, service requirements, and troubleshooting.

8. Safely and legally operate vehicle when necessary.

Qualifications: High school diploma or equivalent. Detail oriented with strong organizational skills, with an understanding that minimal errors can cause a huge impact on the organization. Experience in Quickbooks and Salesforce is preferred. Must have excellent typing skills with a focus on speed and accuracy. Proven data entry work experience. Excellent knowledge of correct spelling, grammar, and punctuation. Ability to maintain confidentiality. High school diploma; additional computer training or certification will be an asset.

Physical Requirements:

1. Physical Demands (strength)

a. SEDENTARY - Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time.

2. Physical Demands (movement)

a. STOOPING - Bending body downward and forward. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.

b. REACHING - Extending hand(s) and arm(s) in any direction.

c. HANDLING - Seizing, holding, grasp-ing, turning, or otherwise working with hand or hands. Fingers are involved only to the extent that they are an extension of the hand.

d. FINGERING - Picking, pinching, or otherwise working primarily with fingers rather than with the whole hand or arm as in handling.

e. FEELING - Perceiving attributes of objects, such as size, shape, temperature, or texture, by touching with skin, particularly that of fingertips.

3. Physical Demands (auditory)

a. TALKING - Expressing or exchanging ideas by means of the spoken word. Talking is important for those activities in which workers must impart oral information to clients or to the public, and in those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

b. HEARING - perceiving the nature of sounds. Used for those activities which require ability to receive detailed information through oral communication, and to make fine discriminations in sounds, such as when making fine adjustments on running engines.

4. Physical Demands (taste/smell)

a. none

5. Physical Demands (vision)

a. NEAR ACUITY - Clarity of vision at 20 inches or less. Use this factor when special and minute accuracy is demanded.

b. FAR ACUITY - Clarity of vision at 20 feet or more. Use this factor when visual efficiency in terms of far acuity is required in day and night/dark conditions.

6. Environmental Conditions and Physical Surroundings - exposure results in marked bodily discomfort.

a. Climate Controlled Environment

7. Equipment Used

a. office equipment such as computer, copier, scanner, projector, cd/dvd player

b. vehicle: automobile

8. Hazards

a. none

Note:

1. The does not constitute an employment agreement between the employer

and employee and is subject to change by the employer as the needs of the employer and

requirements of the job change.

2. This in no way states or implies that these are the only duties to be

performed by the employee occupying this position. Employee may be required to

perform other duties as necessary for the effective operation of the organization.

Job Type: Full-time

Pay: $16.00 - $17.30 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Work Location: In person