As a member of the SAA Service Center, the Accounts Receivable/Payable Specialist supports the smooth operation of a very busy small office and has primary responsibility for Accounts Receivable and Accounts Payable processing and reconciliation. In addition, this role is responsible for answering member queries patiently and promptly and drafting necessary documents, letters, and emails as resolution of issues requires.
Batch check requests, verify account codes, assure authorization and approvals are properly recorded, print and distribute payments to vendors, members, and staff.
Maintain vendor profiles in MS Dynamics Great Plains, assuring that all vendors have up-to-date contact and mailing information, and that their vendor status is accurate.
Perform general accounting/bookkeeping processes for billings, check requests, expense reports, income reporting, and other applicable financial transactions.
Prepare and reconcile bank deposits as needed.
Produce 1099s at year-end as required. Distribute in a timely fashion and maintain appropriate audit records.
General Service Center Support
Monitor the Service Center inbox and respond or route inquiries to appropriate staff.
Ensure that all member contact and demographic information is up to date and entered in the database accurately. Monitor all online member change requests.
Prepare for and process monthly membership renewal mailing.
Education Program Support
Monitor course contracts with host institutions, issue pro-forma invoices as scheduled, and maintain calendar for invoicing as milestones are met.
Assure that all continuing education course transcripts are entered into AMS after successful completion of course or certificate program requirements.
Assure that all tests have been properly billed.
Assist in preparation of certificates and name badges and enter workshop examination and evaluation results for SAA Education program.
Set up new courses in AMS as necessary.
Produce monthly report of all on-line/on-demand education courses and verify receipt of funds.
Track and manage advertising invoicing for print journal and newsletter.
In coordination with the Director of Publications, maintain publications inventory and order additional inventory as directed.
Manage vendor relationships with shipping vendors (UPS, USPS, Federal Express, etc.). Ensure that SAA’s accounts are up to date and that software is current. Prepare bi-weekly check requests and insure that all invoices are paid in a timely manner.
Reports to: Director of Finance & Administration
All SAA members
SAA Council members and SAA Foundation Board members
Associate’s Degree in business or related field preferred, or equivalent experience.
Two years of professional office experience or the equivalent gained through internships, volunteer activity, or other.
Experience using Association Management Systems (AMS), CRM, or other enterprise database management system. Knowledge of Salesforce or Nimble AMS CRM system highly desireable.
Microsoft Dynamics GP experience.
Knowledge and Skill Set:
Strong computer skills required.
Proficient in Windows, Microsoft Word, and MS Excel with experience in working on networks, the web, and databases.
Excellent interpersonal and customer service skills.
Detail-oriented, with ability to manage multiple priorities.
Ability to triage calls to appropriate parties and to interact with callers in a manner that is cordial, professional and decisive.
Strong communication skills and ability to function in a team environment.
Strong decision making and problem resolution skills required.
Must be able to travel once a year to SAA Annual Meeting for 7-8 days.
Experience working with an association management system and managing data integrity is highly desirable.
Telecommuting is allowed.
Internal Number: 002
About Society of American Archivists
Growing professional association in downtown Chicago that offers a full range of services to its more than 6,100 individual and institutional members. Twelve staff members. Comprehensive benefits plan including medical, dental, and retirement plans; close to public transportation; collegial environment. SAA values, and expects from all of its employees, the following attributes and skills: Great attitude; professional and personable behaviors; strong member/customer service orientation; critical thinking and problem-solving ability; desire to learn new information and techniques; computer/technical literacy; strong communication skills; ability to stick with a project and see it through to completion; ability to link member/customer needs with SAA capabilities to imagine possibilities for new activities and/or new ways of doing things.