Accounting & Operations Assistant

  • Administrative
  • Anywhere
  • Administrative
  • Anywhere

Website visionsynergy VisionSynergy

ADVANCING COLLABORATION IN GLOBAL CHRISTIAN MISSION

POSITION SUMMARY

Title: Accounting & Operations Assistant

Reports to: Senior Director of Operations

Part time, remote: Approximately 15-20 hours per week, flexible hours

Reporting to the Senior Director of Operations (SDO), the Accounting & Operations Assistant supports the efficient operation of VisionSynergy in several key responsibility areas including general reception, accounts payable, payroll, grants tracking, and general administrative support.

KEY RESPONSIBILITY AREAS

Accounts Payable

  • Review invoices and periodic/recurring/contractual payments; get approvals for any non-recurring expenses before preparing accounts payable requests for AP outsourcer (Cedarstone). 
  • Prepare AP requests for accounting firm. Code with the appropriate expense account, Ministry Unit (MU), and Grant number when applicable. Record any grant releases in the tracking spreadsheet.
     

Expense report preparation 

  • Receive and compile expense reports from staff; verify expense accounts and Ministry Units (MUs) are correct; prepare and submit reports to accounting for payment
  • Collect corporate credit card statements and receipts; create expense reports; route for review and approval; submit to Cedarstone for recording in accounting
  • Track Remote Office and Professional Development allowances for staff members. Ensure staff don’t go over their allowances. 

Grants Tracking

  • Record new grants in the tracking spreadsheet. 
    Determine how the grant should be restricted. Review and familiarize yourself with the grant budget and verify with the CEO or SDO. Provide restriction information to accounting firm. 
  • When reviewing expense reports and invoices for payment, determine which ones fall under which grants and code to release grant funds accordingly. 
  • Reconcile our tracking of grant balances with financial reports at least monthly. 
  • Meet with SDO and CEO periodically to review all grant balances and opportunities to release additional funds as appropriate.   

HR

  • Prepare bi-weekly payroll information for our payroll provider.
  • Monitor our vacation and sick time tracking for non-payroll team members, forward requests for approvals, and alert for discrepancies or issues.
  • Asist new team members with 401k enrollment upon first anniversary. 
  • Complete periodic employee reports as needed for legal, 401(k) or insurance purposes.
  • Manage group calendars (e.g. scheduling a rotating leader for a weekly team meeting).

Operations Administrative Support

  • Provide general administrative support to the SDO.
  • Assist with annual financial audits.
  • Assist SDO in logistics planning of the annual Team Advance gathering.
  • Prepare agendas for quarterly team meetings, send calendar invites.
  • Help prepare MOU documents based on samples and job descriptions.
  • Assist with travel risk management research.
  • Complete other projects or duties as assigned.

Manage mail & phone

  • Monitor our Earth Class Mail account (our outsourced virtual mail service); determine which pieces to shred, scan, or ship; and forward mail to team members as appropriate. Record and forward donation information. 
  • Monitor our RingCentral virtual phone system account and forward any voicemails to the appropriate team member.

QUALIFICATIONS

Mission background

  • Personal commitment to Jesus Christ
  • Belief in the importance of ministry collaboration toward common mission goals across theological, denominational, doctrinal, and cultural differences

Character and working style

  • Exhibits virtues of humility, generosity, integrity, and perseverance
  • Takes initiative
  • Strong team player and individual contributor
  • Positive and optimistic mindset
  • Makes recommendations for continual improvement of processes
  • Comfortable working in a globally remote, multi-cultural environment

Communication and technical skills

  • Some accounting/accounts payable experience preferred
  • Familiarity with general accounting terminology and procedures
  • Detail-oriented and able to quickly identify numerical errors or inconsistencies
  • Proficiency with Google Workspace apps and/or MS Office apps. Spreadsheet skills and experience are especially important
  • Able to write professional emails and create concise written reports.
  • Experience with cloud-based communication, collaboration, and project management applications preferred (e.g. Google Workspace apps, Zoom, Slack, Asana, etc.)
  • Able to work independently and effectively on a remote team
  • Able to flex working hours to accommodate periodic meetings with team members across U.S. time zones
  • Fluent in English; able to communicate in a culturally sensitive way to staff whose first language may not be English

TEAM DYNAMICS

The Accounting & Operations Assistant is an important and valued member of our team. Our desire as a team is to help new team members orient quickly, grow, and use their strengths to thrive in their job.  Work at VisionSynergy is extremely varied. We are a small team with many different projects and programs in process. Successful employees at VisionSynergy are comfortable in a work environment that requires constant learning, flexibility, proactivity, and frequent interaction with various members of the team.

ABOUT VISIONSYNERGY

Founded in 2003, VisionSynergy plays a unique role in the worldwide Christian movement as one of the few Christian organizations specifically dedicated to advancing ministry collaboration. Our mission is to accelerate the Great Commission by equipping leaders, developing networks, and catalyzing collaboration toward spiritual breakthroughs among the least reached peoples and places of the world.

VisionSynergy has worked with mission leaders to launch, facilitate, and advise dozens of global, regional, and local mission networks which have collectively involved thousands of churches, ministries, and mission organizations focused on a wide variety of mission fields and initiatives. With 20 years of field experience, we have earned a strong reputation as a trusted neutral broker – connecting people, strategies, and resources to empower effective collaboration.

VisionSynergy is a small team with a wide range of skills and experiences. We have lived, worked, and traveled in numerous countries. Members of our team have formed, facilitated, or advised hundreds of collaborative initiatives advising thousands of Christian organizations around the world.  We also work together to deliver dozens of online and onsite equipping activities and events throughout the year.

VisionSynergy is supported by a generous group of financial investors who appreciate the leveraged power of collaboration. The majority of our funding comes through large grants from Christian foundations and high-capacity individuals. VisionSynergy is a healthy organization with strong supporters, a proven track record, and an engaged and energetic board of directors who provide oversight and strategic direction for the ministry.

For more information about VisionSynergy, please visit:

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To begin your application for this position, please send a letter of introduction and resume to David Thoresen, Sr Director of Operations: HR@visionsynergy.net

To apply for this job email your details to HR@visionsynergy.net

To apply for this job email your details to HR@visionsynergy.net

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VisionSynergy

ADVANCING COLLABORATION IN GLOBAL CHRISTIAN MISSION

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