ICLEI – Local Governments for Sustainability USA, Inc. is an Equal-Opportunity Employer. Women, members of the Black or Indigenous communities, People of Color, veterans, members of the LGBTQ+ community, and other underrepresented groups are strongly encouraged to apply.
About ICLEI USA
ICLEI-Local Governments for Sustainability (ICLEI) is the first and largest global network devoted to solving the world’s most intractable sustainability challenges related to low-emission, resilient, equitable, people-centered, nature-based, and circular development. As the U.S. Office of the global ICLEI network, ICLEI USA serves more than 500 cities, towns, counties, regional governments across the United States, as well as Tribal Nations. For over 30 years, ICLEI USA has partnered with our members to reduce emissions and become healthier, stronger, and more prepared. We develop and deliver leading-edge tools and resources — including the widely used emissions-management tool, ICLEI ClearPath Climate Planner — to support local governments in their climate and sustainability efforts and our standards and programs credibly, transparently, and robustly reduce greenhouse gas emissions, improve lives and livelihoods, and protect natural resources in the U.S. communities we serve.
Your Role
As ICLEI USA’s Accounting Tech / Office Manager, you will provide the day-to-day accounting and administrative support that helps our national nonprofit increase our impact. Through daily collaboration with ICLEI USA’s Executive Director and key staff, you will lead the internal accounting functions and provide general office support, such as maintaining our Salesforce customer database, required state filings, and human resource policies.
This role is envisioned as a minimum of 32, maximum of 40 hours per week.
Primary Activities:
Accounting
Daily:
Basic bookkeeping – enter payables and receivables in Quickbooks
Assign payments and receivables to appropriate accounting codes / categories
Prepare wire transfer information, some of these transfers are international
Maintain accounting records for three revenue streams: membership payment; service contracts; and federal grant
Daily Vendor management: Process and pay invoices via online banking (wires and checks)
Maintain customer and vendor records via data entry in Salesforce and Quickbooks
Invoicing new ICLEI members. This involves creating new customer accounts in Salesforce, completing the member’s vendor set requirements and sending an invoice via Quickbooks
Anticipated volume: 30-40 transactions per week
Weekly:
Prepare and submit bank deposit (any paper checks received)
Semi-Monthly:
Process payroll in ADP platform
Manage payroll systems: review Google sheets used for time-tracking to ensure proper project account coding
Enter new hire information and update employee information in ADP as needed
Prepare and process SIMPLE IRA contributions
Monthly:
ICLEI Membership invoicing. Review customer accounts in Salesforce and send an invoice via Quickbooks. Invoices are sent 90 days in advance of the due date. Monthly reminders are sent via Quickbooks. Volume: approximately 50 invoices per month
ICLEI Service contract invoices: Review service contracts, time cards, deliverables and prepare invoices with documentation and submit to clients. Follow-up as needed for collection. Volume: approximately 20 invoices per month.
Review employee monthly timesheets and Track Employee Paid Time Off used and accrued for 20 employees
Prepare / gather materials for accountants’ monthly financial close-out: Bank and Credit Card statements, A/R and A/P reports, clear and code Quickbooks bank transactions
Review monthly financial statements (prepared by outside accounting firm) for clarity, accuracy
In partnership with the ICLEI USA Executive Director, prepare a Monthly report for the ICLEI USA Treasurer
Quarterly:
Prepare a Quarterly Cash flow statement for the Executive Director and Board
Review Quarterly payroll tax reports prepared by ADP
In partnership with the Cities Forward grant administrator, prepare quarterly Federal Financial Reports for the U.S. State Department
Semi-annual:
Reconcile membership payments with the ICLEI World Secretariat. Remit affiliate fees to ICLEI global.
Annual:
Prep material and act as auditor’s primary liaison for the ICLEI USA Annual financial audit and Single Audit, required for federal funds recipients
Review audit with Executive Director and Treasurer
Prep material for Executive Director’s Annual budget
Prep materials for federal Form 990 and two state (Massachusttes and California) Tax returns to be prepared by accountants. Review results for accuracy.
Prep materials for vendor form 1099s
Prepare documentation for Workers Comp Audit
General Office Support
Process ClearPath and Salesforce online community user registrations
Track Human Resources-related documentation, such new hire paperwork, employee benefits and paid time off
Support planning and preparation for Board meetings and communication (minutes, bylaws, policies, etc.)
Track funding proposals and opportunities and aid in the administrative functions for grant submission and reporting
Maintain state registered agents and file reports as required in California, Colorado, Florida, Illinois, Maryland, Montana, Nevada, and New York.
Maintain business insurance
General office duties
Other duties as assigned.
Required Qualifications
Bachelor’s degree in accounting or finance or equivalent combination of education and work experience
Two (2) years of relevant accounting, administrative, or project management
A demonstrated proficiency with Quickbooks online and standard office productivity software (Google and Slack; Asana). Preference will be given to candidates with experience using Salesforce CRM.
A commitment to furthering diversity and inclusion in the workplace.
Knowledge, Skills, And Abilities (the successful candidate will demonstrate some combination of the following in their application materials):
Strong interpersonal skills with a willingness to deal with internal and external constituents in a professional, confidential, friendly, and highly responsive manner via phone, email, and video.
Ability to problem solve in a dynamic and fast-paced environment with a demonstrated ability to synthesize complex information into clear, succinct, and actionable.
Demonstrated organizational skills, with the ability to coordinate several tasks simultaneously and with attention to detail.
A desire to further a nonprofit mission with a commitment to maintaining confidentiality with ethics and integrity.
A knowledge of or experience managing federal funds is desired.
Work Schedule
This is a remote position for U.S.-based candidates
While this is home based, you must be able to devote your time and attention to the position. Please do not apply if you are also responsible for the care of another individual during the hours you’d work for ICLEI USA.
Anticipated start date: June 17, 2024
Compensation
This full-time position will be compensated at an hourly rate of $31.00 per hour; health, vision, dental insurance (80%of employee and dependent premiums paid by employer); paid time off; retirement.
To Apply
Submit a resume and a 1-page cover letter that outlines your ability to excel at the Primary Activities above to iclei-usa@iclei.org using the subject line: “Accounting Technician.”
The position is open until filled. We do not review applications generated by other platforms.