Accountant/Office Manager

Billings Community Foundation
Job Description
Position: Accountant/Office Manager
Supervisor: Executive Director
Classification: Part Time, non-exempt
Schedule: Monday – Friday, 10AM –3PM (Flexible)
Pay: DOE, $15.00 – 20.00 per hour
Organizational Background
The Billings Community Foundation (BCF) is a nonprofit, tax-exempt, innovative community foundation governed by local citizens promoting philanthropy and charitable giving. As a 'regional community foundation’, we host the annual Yellowstone Valley Giving Day and our service encompasses many highly rural communities of south-central and south eastern Montana located in Yellowstone, Musselshell, Rosebud, Custer, Treasure, Bighorn, Carbon, Stillwater, and Ferguson County. Our clients include community funds throughout this service area, as well as numerous nonprofits and philanthropic minded individuals.
Our Mission is: “To help individual donors and charitable organizations meet the needs of the Greater Yellowstone Region.”  
Position Description
The Accountant/Office Manager is a new Part-Time position at the Billings Community Foundation. The position supports the programs and administrative functions of the Billings Community Foundation (BCF) with integrity and efficiency. This includes developing and maintaining records such as grant reports, calendars, digital/paper files, and coordinating logistics for Board and Programing meetings.
The Accountant/Office Manager ensures that all financial transactions are entered into the Foundant Community Suites software and have been processed according to the Financial guidelines approved by the board. This is the lead accounting role in the organization and works closely with the Executive Director and contracted professional service staff.
General administrative duties include office management, scheduling, and support. The position will carry out a wide range of activities, including fiscal data management, reporting, correspondence, and direct contact with BCF Nonprofit Partners, Donors, and Board Members.
The Accountant/Office Manager will work closely with the Executive Director to grow the capacity and services offered by the Billings Community Foundation to our local community and the Greater Yellowstone Region of Montana.
Occasional evenings and weekend work is required.
Accounting Essential Functions – Major Responsibilities (60%)
  1. Process accounts payable and receivable including: enter and verify bills, invoices, and orders in the Foundant Community Suites software:
    1. Process Payments, deposits, and post in Foundant
    2. Reconcile bank, investment, and credit card accounts monthly
    3. Prepare unsigned checks for other organizations and recipients as needed
  2. Prepare donor receipts and distribution letters.
  3. Maintain database of donors, sponsors, and affiliate organizations in Foundant.
  4. Track unrestricted, temporarily restricted, and permanent restricted equity accounts quarterly, including: charitable gift annuities, endowments, donor advised funds, etc.
  5. Track gift annuity liability accounts and process management fees annually.
  6. Track income and expenses for BCF Programs and Events, prepare budgets and reports.
  7. Generate regular financial status report for programs and accounts.
  8. Prepare quarterly Statement of Financial Position and Statement of Activities for review by third party accounting firm.
  9. Prepare monthly financial statements and Budget vs Actual for Board of Directors.
  10. Serve as main point of contact with BCF payroll processor and maintain timekeeping system.
  11. Develop and maintain a database/calendar for nonprofit endowment fund distributions, grant applications and reporting requirements, and other scheduled financial services.
  12. Prepare vendor 1099s and related Form 1096 annually based on information provided by applicable vendors (Form W-9).
  13. Provide assistance to an independent CPA firm to prepare annual Form-990 Tax Return.
  14. Maintain internal controls and improve document procedures on an ongoing basis.
  15. Take on other assignments as directed by the Executive Director.
Office Manager Essential Functions – Major Responsibilities (40%)
  1. Greet visitors and create a welcoming office environment, provide excellent customer service on the telephone, in person, and through email correspondence.
  2. Coordinate with the Executive Director all Board, Staff, and Programing meeting and event logistics including: room reservations, transportation, catering, agendas, and minutes.
  3. Maintain the BCF website online portal with updated and approved documents and information.
  4. Working with the Executive Director to ensure all contracts and accounting documents are complete, consistent, and filed in a timely manner.
  5. Create and maintain a digital calendar for the organization. Assist the Executive Director in scheduling meetings, presentations, and outreach opportunities.
  6. Create, update, format and print letters and correspondence including: donor acknowledgements/receipts, grantee award letters, contracts, etc.
  7. Assist the Executive Director with ongoing organizational and development efforts, including:
    • Program planning and implementation
    • Donor, nonprofit, and community outreach
    • Routine Facebook and website updates
  8. Maintain confidentiality and be discrete with information.
  9. Assist the Executive Director, Board, and other staff with miscellaneous projects as requested.
Knowledge, Skills, and Abilities
  1. A genuine passion for nonprofits and community vitality.
  2. Bachelor’s degree in Accounting, minimum two years’ related experience, and familiarity with GAAP. Nonprofit accounting experience preferred.
  3. Ability to quickly learn internal fiscal processing software (Foundant Community Suites).
  4. Attention to detail, ability to meet deadlines, and capacity to work with limited supervision.
  5. Strong Commuter Skills and Proficient use of:
    1. Gmail Suites: gmail and google drive
    2. Microsoft Office Suites: Word, Excel, Publisher, and PowerPoint.
    3. Adobe: Adobe Creative Suites (InDesign, Illustrator, Acrobat)
    4. Online Marketing Platforms including: Facebook, Mailchimp, and
  6. Ability to effectively work in a fast-paced environment with changing priorities, while maintaining professionalism and building strong relationships.
  7. Consistently maintains a professional demeanor, appearance, and work environment.
  8. Successful completion of a background check.
To Apply:
Please email your resume and with a cover letter explaining how you personally connect to the
Billings Community Foundation mission and why this position is a good fit with your career objectives to:
Lauren Wright
RE: Accountant/Office Manager
PO Box 1255
Billings, MT 59103
Interviews begin Monday, June 10th, 2019.
The Billings Community Foundation is an equal opportunity employer and complies with applicable state and federal fair employment practices laws. The Foundation does not discriminate against employees or applicants because of race, color, religious creed, national origin, citizenship, ancestry, age, present or past history of mental disorder, mental retardation, learning disability, physical disability, sex, sexual orientation, marital status, veteran status, or any other characteristic protected under applicable federal, state or local laws.
Contact Information