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Bookkeeping and Administration Assistant

Australian Philanthropic Services
  • Use your bookkeeping skills for a Foundation giving $10M+ pa to charity
  • Great role for a professional administrator with an interest in philanthropy
  • Supportive and flexible working environment within an expert team
  • Permanent part-time (3 days per week), located in the Sydney CBD

the role

We are seeking an administration assistant experienced in bookkeeping to support the accounting and investment activities of one of Australia’s fastest growing charitable Foundations. Responsibilities include the timely processing and reporting of accounts payable (gifts), account receivable (donations), ledger balancing and performing a range of clerical and general administration tasks to support the broader team with service delivery and continuous system enhancement.

If you are a service oriented multi-tasker who thrives on squaring the ledger, then this is the role for you.

Reporting to the Head of APS Foundation and working closely with the Tax & Accounting Manager, the Bookkeeping & Administration Assistant provides financial, clerical and administrative support for the accounting and investment activities arising from our public ancillary fund, the APS Foundation.

Business overview

Australian Philanthropic Services (APS) makes structured giving simple, so our 600+ clients can focus on supporting the causes that matter to them. APS has experienced rapid growth since its inception in 2012 and is the leading independent, not-for-profit philanthropic services organisation in Australia. Collectively, APS clients have over $2 billion in assets committed to the community and give more than $100 million in charitable gifts every year. This role is dedicated to supporting our public ancillary fund, the APS Foundation.

Learn more about APS and our work at australianphilanthropicservices.com.au.

Key activities

Financial, clerical and administrative support for accounting and investment activities of the APS Foundation:

  • Process gifts and receipt donations
  • Input and maintain records and information on accounting (Xero), CRM (Salesforce) and investment reporting (CLASS) platforms
  • Reconcile bank transactions and prepare a weekly cashflow report
  • Monitor the status and progress of donations and gift transactions to ensure timely execution and reconciliation
  • End of month bookkeeping entry including valuation, P&L and balance sheet
  • Maintain records required for audit purposes
  • Timely management of the accounting mailbox
  • Process in-bound and out-bound paper mail
  • Scan and file documents according to operational requirements and processes
  • Other administrative support activities and projects as required

Stakeholder liaison:

  • Liaise with the client services team in the collection of information required to receipt donations received into the Foundation from clients
  • Liaise with investment management partners in the collection of information required to complete financial reports and maintain audit records
  • Liaise with charities in the collection of information required to pay, and ensure adequate receipting of, gifts paid from the Foundation

System enhancement:

  • Thoroughly understand the Foundation’s service and business operations, and the systems underpinning them
  • Ensure process and protocol is followed and maintained
  • Proactively identify opportunities to enhance processes and improve service delivery
  • Create and update process manuals

If you were here you last week you may have

  • Input all of last month’s gifts paid and donations received into an excel spreadsheet
  • Reconciled the bank account using Xero
  • Checked in with the Client Service Associate to identify the source of an unknown client donation in the Foundation’s bank account
  • Identified a missing piece of paperwork required for our audit records and liaised with an investment management partner to acquire the documentation needed
  • Confirmed and entered charity details into Xero and Salesforce
  • Opened and scanned the mail and forward it to the relevant team member

Selection criteria

To effectively perform in this position, the successful candidate will require the following skills, experience and attributes.

Essential skills and experience:

  • At least 3+ years in an accounts/bookkeeping role
  • Excellent applied knowledge and experience working with Xero and Excel
  • Liaising with professional stakeholders across multiple mediums, the candidate must possess polished interpersonal, verbal, and written communication skills
  • Understanding of financial systems and accounting principles
  • Scrupulous attention to detail that ensures accuracy in dealing with information and resolving transaction queries.
  • Strong organisational skills that consistently delivers to a high standard whilst managing and coordinating a high volume of simultaneous and sometimes conflicting tasks
  • Demonstrated dependability and sense of urgency about delivering to a high standard
  • Proficient in Microsoft Office 365 suite
  • Ability to articulate the story behind the numbers

Desirable:

  • Experience with Salesforce and CLASS
  • Knowledge of the not-for-profit sector

Attributes

  • Strong interpersonal and relationship management skills - a team player with a constructive and collaborative approach, and ability to work with diverse stakeholders
  • Self-starter – ability to work independently with a proactive approach to getting things done
  • Problem-solving –A drive to resolve issues and identify opportunities for improvement
  • Adaptable and flexible - demonstrates a pragmatic approach to getting the job done and at ease working in a constantly growing and evolving organisation
  • Integrity - personal integrity, respectful of privacy and a range of beliefs, and exhibits ethical behaviour

to apply

To submit your application click the Apply Now button.

To request a copy of the position description, or for more information please email [email protected] using the subject line: Bookkeeping and Administration Assistant enquiry via EthicalJobs.

How to apply

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