Purpose:

The purpose of the position of Accounting Specialist is to support the Texas Veterinary Medical Association (TVMA), Texas Veterinary Medical Foundation (TVMF), Veterinary Political Action Committee (VPAC) and other affiliated entities by performing basic accounting, database and business support functions, and performing other tasks as assigned.

Authority:

The Accounting Specialist receives direct supervision from the Chief Financial & Operations Officer and indirect supervision from the Executive Director

Duties Related to Accounting and Business Support Functions

The Accounting Specialist performs the following accounting and business support duties:

1. Assists the Chief Financial & Operations Officer in preparations for financial audits
2. Logs incoming checks, codes deposits for data input
3. Prepares check deposit batches, verifies balances and makes bank deposits remotely
4. Reconciles credit card deposit batches with the merchant account
5. Process and fulfill product orders
6. Processes credit card payments
7. Send out past-due invoices monthly
8. Collects and enters W-9 forms from new vendors.
9. Makes and receives telephonic/electronic/written communications as needed to troubleshoot, correct and complete all accounts receivable and payable including collection of past-due accounts and vendor billing issues
10. Properly codes vendor invoices received and prepares checks for payment
11. Sets up and maintains a vendor filing system for each new fiscal year
12. Prepares general journal entries for postage, shipping and prepaid expense accounts
13. Collects receipts and prepares general journal entries to code credit card purchases

Duties Related to Database Maintenance and Integrity

The Accounting Specialist performs the following database maintenance and integrity duties:

1. Enters receipts of all revenues into the appropriate database entities
2. Enters new member records, updates member information and reviews for accuracy
3. Develops and distributes reports as required
4. Executes database policies approved by the Chief Financial & Operations Officer or the Executive Director
5. Sets up and manages the registration desk function at the Annual Conference
6. Plans, schedules and conducts data quality assessments

Duties Related to General Administration

The Accounting Specialist performs the following general administration duties:

1. Maintains and executes Standard Operating Procedures in compliance with the TVMA accounting policies for all duties listed in this position description
2. Assists other TVMA/TVMF/VPAC staff members in handling staff-wide responsibilities and fills in for absent staff members as directed by the Chief Financial & Operations Officer or Executive Director
3. Performs other duties as may be assigned by the Chief Financial & Operations Officer or the Executive Director

Qualifications and Requirements:

1. Understanding of basic Accounting principles, and at least four years’ experience in a responsible office environment with demonstrated general office skills.
2. Experience and an Associate’s degree in accounting or a related field are preferred
3. Experience with Accounting for a Nonprofit Membership Association preferred
4. Proficiency office equipment such as photocopiers and digital telephone equipment
5. Experience and proficiency with computers and computer software, such as Microsoft Windows, MS Word for Windows, Excel and QuickBooks
6. Knowledge of, or experience with, association management databases. Experience with MemberSuite a plus
7. Strong verbal, telephone and written communication skills
8. Ability to deal with periods of high stress, and time management skills to meet established deadlines
9. Availability to work occasional evenings and weekends
10. Ability to exercise diplomacy, courtesy, maintain confidentiality of sensitive information and use sound judgment in dealing with Association members and the public on the telephone and in person
11. Commitment to working efficiently and accurately
12. Ability to work within established performance standards, to establish program outcomes and planning objectives and to work toward these goals with minimal day-to-day supervision
13. Regular participation in professional development and continuing education activities as assigned or approved by the Chief Financial & Operations Officer or the Executive Director

About Texas Veterinary Medical Association

The Texas Veterinary Medical Association (TVMA) was organized in 1903 and continues to operate as a nonprofit organization under the laws of the state of Texas. The purpose of TVMA is to support veterinarians as they practice the art and science of veterinary medicine in Texas. TVMA is owned by its members who pay dues and use our products, programs and services. These member-owners currently number more than 4,000 licensed veterinarians practicing throughout the state of Texas.Today, TVMA is one of the largest state veterinary medical associations in the nation and is recognized for its leadership on important issues, innovative solutions and effective representation. The excellence of its educational programs, publications and legislative efforts has fostered an outstanding reputation among veterinarians and sister associations across the country.

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