Job DescriptionJob Description:\n\nThe Accounting Coordinator is responsible for maintaining the financial books and records of WCOE on the accrual basis of accounting; performing essential bookkeeping, accounts payable, accounts receivable, payroll, and tax-support functions; and preparing financial reports for the Treasurer and Executive Board. All work shall be performed in a manner consistent with United States Generally Accepted Accounting Principles (U.S. GAAP), Financial Accounting Standards Board (FASB) Accounting Standards Codification (ASC) standards applicable to small for-profit corporations, and applicable federal, state, and local tax laws and regulations. Reporting Relationship and Governance. The Accounting Coordinator reports to the WCOE Treasurer and provides support to other members of the WCOE Executive Board. The Accounting Coordinator may also be called upon by the Treasurer to assist with the work of the Finance Committee. The Accounting Coordinator has no authority to bind WCOE contractually, expend WCOE funds outside of approved budget items and approved invoices, or make policy decisions on behalf of WCOE. Compensation and Hours. The Accounting Coordinator shall be compensated at the rate of Fifty Dollars ($50.00) per hour, not to exceed twelve (12) hours per month, for an aggregate annual maximum of Seven Thousand Two Hundred Dollars ($7,200). All compensation shall be paid as 1099 contractor income. Hours worked more than the monthly cap shall not be compensable unless approved in advance and in writing by the WCOE Executive Board. Insurance Requirements As an independent contractor (1099), the Accounting Coordinator shall obtain and maintain, at their own expense, the following insurance coverage throughout the term of their engagement with WCOE. Certificates of Insurance evidencing the required coverage shall be provided to WCOE upon request and upon renewal of any policy.Professional Liability (Errors & Omissions): Minimum limits of $500,000 per claim and $500,000 aggregate.Commercial General Liability: Minimum limits of $500,000 per occurrence and $1,000,000 aggregate, including coverage for bodily injury, property damage, personal injury, and contractual liability.Workers' Compensation: Coverage meeting all applicable state statutory requirements where the work is performed, with Employer's Liability limits of not less than $500,000 each accident, $500,000 each employee for disease, and $500,000 policy limit for disease, or higher limits if required by applicable law.Cyber Liability: Minimum limit of $250,000, including coverage for data breaches, cyber incidents, privacy liability, and costs associated with notification, recovery, and regulatory response, as applicable.Crime / Fidelity Bond (Employee Dishonesty): Minimum limit of $250,000 covering theft, fraud, embezzlement, or other dishonest acts involving WCOE funds or assets. Duties and Responsibilities. The Accounting Coordinator shall perform the duties below in accordance with U.S. GAAP and applicable tax law. Duties are organized by functional area for clarity. (a) General Ledger and Accrual Accounting i. Maintain accurate financial books and records of WCOE on the accrual basis of accounting, using QuickBooks Enterprise as the system of record; ii. Maintain the WCOE chart of accounts in accordance with U.S. GAAP and revise as needed in consultation with the Treasurer and external CPA; iii. Prepare and post journal entries, including standard, recurring, accrual, prepaid, and adjusting entries, in support of monthly close; i. Maintain proper double-entry bookkeeping, ensuring debits and credits are balanced and supporting documentation is attached to each transaction. (b) Accounts Payable i. Process accounts payable transactions, including verification of vendor invoices for accuracy, securing authorized approvals consistent with WCOE's approval authority matrix, and timely payment of vendors and contractors; ii. Manage recurring vendor invoices including hosting, domain registration, software subscriptions, and other operational expenses, in coordination with the IT Coordinator and Website Maintenance Coordinator; iii. Record vendor expenses on the accrual basis (i.e., recognize expenses when incurred, not when paid), including the recording of accrued expenses at month-end for goods or services received but not yet invoiced; iv. Maintain prepaid expense schedules for items paid in advance (e.g., annual software subscriptions, prepaid insurance) and amortize prepaid expenses over the applicable benefit period; v. Maintain accurate vendor and independent contractor records for all individuals and entities requiring IRS Form 1099 reporting, including collection and maintenance of current IRS Form W-9 documentation prior to payment processing; vi. Track cumulative payments made to independent contractors and other reportable vendors throughout the calendar year to ensure compliance with IRS reporting thresholds and requirements. (c) Accounts Receivable and Revenue Recognition i. Process accounts receivable transactions, including monthly membership dues invoicing, sponsorship invoicing, event registration revenue, and other revenue items, in coordination with the Management & Admin Services Coordinator; ii. Recognize revenue in accordance with U.S. GAAP, ensuring proper revenue recognition for membership dues, sponsorships, event registrations, grants, donations, advertising, educational programs, merchandise sales, and all other organizational revenue streams. Revenue shall be recognized in the appropriate accounting period based on the nature of the transaction and any applicable performance obligations, restrictions, or deferral requirements, with supporting documentation maintained for all revenue entries; iii. Record deferred revenue (a liability) for amounts collected in advance of the period or event to which they relate (e.g., annual membership dues collected at the beginning of the membership year, conference registration fees collected before the event), and recognize revenue ratably or upon performance, as applicable; iv. Track accounts receivable aging and perform monthly collections follow-up on past-due balances, escalating delinquencies to the Treasurer per established thresholds after 30 days; v. Maintain an allowance for doubtful accounts where appropriate and recommend write-offs of uncollectible accounts to the Treasurer for approval; vi. Reconcile sponsor payments against agreed sponsor benefits and report status to the Treasurer and Management & Admin Services Coordinator. (d) Cash, Bank, and Merchant Account Reconciliations i. Perform monthly bank reconciliations for all WCOE bank accounts, ensuring all reconciling items are identified, documented, and resolved within the close timeline; ii. Reconcile credit card statements and merchant account (payment processor) deposits, including identification and recording of processing fees, chargebacks, and refunds; iii. Track and reconcile event-specific budgets, sponsorship-funded designated accounts, and other earmarked funds (which, for a for-profit organization, are tracked as managerial categories rather than as restricted-fund accounting). (e) 1099 Compliance and Reporting i. Prepare, process, and distribute IRS Forms 1099-NEC and other applicable information returns in accordance with applicable federal and state tax laws and filing deadlines; ii. Coordinate with the Treasurer and external CPA regarding year-end 1099 reporting, corrections, backup withholding requirements, and electronic filing compliance; iii. Maintain supporting documentation and records related to 1099 processing and filings in accordance with applicable record retention requirements and audit standards. (f) Payroll and Independent Contractor Payments i. If WCOE engages payroll-eligible employees, assist with payroll processing, payroll tax remittance, and the maintenance of payroll records, working in coordination with WCOE's payroll service provider; ii. Maintain accurate IRS Form W-9 records for all independent contractors paid by WCOE; iii. Prepare and file annual IRS Forms 1099-NEC and 1099-MISC (as applicable under current IRS rules) for qualifying contractors and reconcile total 1099-reported amounts to the general ledger. (g) Tax Compliance Support i. Provide documentation and account-level support to the external Certified Public Accountant for the preparation and filing of WCOE's federal corporate income tax return (IRS Form 1120 or 1120-S, as applicable based on WCOE's tax election) and state or local filings; ii. Maintain documentation supporting business expense deductibility, including receipts, contracts, and meeting agendas as required by IRS substantiation rules. (h) Internal Controls and Segregation of Duties i. Operate within WCOE's internal control framework, including respecting any segregation-of-duties limitations between transaction recording, payment authorization, and bank reconciliation; ii. Identify and report to the Treasurer any control gaps or unusual transactions discovered during the performance of duties; iii. Comply with WCOE's documented approval authority matrix, including any dual-signature thresholds for disbursements, and not approve any payment to the Accounting Coordinator's own benefit; iv. Recommend reasonable internal control improvements to the Treasurer, particularly as the organization grows or as automation opportunities arise. (i) Financial Reporting i. Prepare monthly, quarterly, and annual financial statements, including the balance sheet (statement of financial position), income statement (profit and loss statement, statement of operations), and statement of cash flows, in accordance with U.S. GAAP; ii. Prepare budget-to-actual variance reports at account and event level for the Treasurer and Executive Board; iii. Provide ad hoc financial analysis as requested by the Treasurer or Executive Board. (j) Audit, Review, and Document Retention i. Coordinate with external Certified Public Accountants and auditors to provide documentation in support of annual audits, reviews, compilations, and tax filings; ii. Maintain financial records, supporting documentation, and tax records in an organized and audit-ready condition; iii. Retain financial records consistent with WCOE's record retention policy and, in the absence of a specific policy, retain accounting records for a minimum of seven (7) years consistent with IRS guidance. (k) Budget and Strategic Support i. Support the Treasurer in preparing materials for meetings of the Executive Board and the Finance Committee; ii. Assist with the annual budgeting process by providing historical data, account-level reporting, and trend analysis; iii. Maintain confidentiality of all non-public financial information at all times. Section 7. Qualifications. The Accounting Coordinator shall possess: § Proven proficiency with QuickBooks Enterprise; familiarity with Xero, Sage, or Quicken is preferred but not required; § A strong working knowledge of U.S. GAAP, and accounting practices applicable to small for-profit professional organizations; § Working knowledge of accrual-basis accounting, including the recording of accruals, prepaid expenses, deferred revenue, and adjusting entries; § Demonstrated experience with balance sheet reconciliation, general ledger management, journal entries, and account analysis; § Working knowledge of debits and credits, double-entry bookkeeping, bank and merchant account reconciliations, accounts receivable and aging analysis, payroll processing, preparation of Forms 1099-NEC and 1099-MISC, and the implementation of internal controls and segregation of duties appropriate for a small organization; § Strong organizational skills, attention to detail, and the ability to communicate financial information clearly to non-financial audiences in both written and verbal form; § The ability to perform services independently in a remote environment with a high standard of confidentiality and professional integrity. A college degree in accounting, finance, or a related field, and/or current credentials such as Certified Public Accountant (CPA), Certified Bookkeeper (CB), or QuickBooks ProAdvisor, are preferred but not required. Section 8. Performance Standards. Performance of the Accounting Coordinator shall be reviewed quarterly during the first year of appointment and semi-annually thereafter by the Executive Board or its designee. Standards of satisfactory performance include: § Monthly closing of the books, including all accruals, deferrals, and reconciliations, is completed within ten (10) business days following the end of each month; § Vendor invoices are paid in a timely manner without the incurrence of late fees or vendor escalations; § Accounts receivable aging is monitored monthly, with collections follow-up performed on all past-due accounts within established timelines; § Bank, credit card, and merchant account reconciliations are completed monthly with no unreconciled items older than thirty (30) days; § Financial reports — including balance sheet, income statement, statement of cash flows, and budget-to-actual — are delivered to the Treasurer and Executive Board in advance of each regular meeting; § 1099 reporting completed accurately and on time, without material findings; § Financial records are maintained in an organized, retrievable, and audit-ready condition at all times, and document retention requirements are observed; § Internal control gaps and unusual transactions are reported to the Treasurer promptly upon discovery.\n\nCompany Description:\n\nWCOE advocates for women who own construction companies and women who hold executive-level positions within construction and ancillary industries. Our members own and operate general contracting companies, subcontractors, A/E companies, and suppliers. We touch every aspect of the construction pipeline, from project conception to project design to project construction to project cleanup. WCOE represents businesses with annual revenue of less than $100,000 to those in excess of $250 million. We advocate for the creation of a level playing field and increasedCompany DescriptionWCOE advocates for women who own construction companies and women who hold executive-level positions within construction and ancillary industries. Our members own and operate general contracting companies, subcontractors, A/E companies, and suppliers. We touch every aspect of the construction pipeline, from project conception to project design to project construction to project cleanup. WCOE represents businesses with annual revenue of less than $100,000 to those in excess of $250 million. We advocate for the creation of a level playing field and increased opportunities for our member businesses.
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