Payroll + Accounting Specialist

Sausalito, California, United States Full-time

Payroll + Accounting Specialist

Finance

 

 

MISSION

At The Marine Mammal Center, we are guided and inspired by a shared vision of a healthy ocean for marine mammals and humans alike.  The Marine Mammal Center advances global conservation through marine mammal rescue and rehabilitation, scientific research, and education. 

 

OUR WORK

We rescue and rehabilitate sick and injured marine mammals at our state-of-the-art veterinary facilities by engaging a dedicated workforce and a supportive community.  We learn from the patients in our care and contribute to scientific understanding of the changing health of our ocean, taking action to address ocean threats and save endangered species.  We lead as a teaching hospital by training veterinary professionals locally and internationally, and inspiring future ocean stewards through innovative school and public education programs.  

 

ABOUT THE ORGANIZATION

The Marine Mammal Center is the largest facility of its kind in the world. Founded in 1975, The Center has grown into an internationally renowned and state-of-the art marine mammal hospital, research center and educational organization. Each year, the Center treats 600 – 800 sick, injured and orphaned marine mammals, with the goal of rehabilitation and release. Its professional staff collaborates with over 30 different scientific, educational, federal, state and non-profit organizations from around the world. 

 

Marine mammal scientists and veterinarians from across the globe visit the Center and shadow its staff and volunteers to learn from the hundreds of animals treated each year, and from its acclaimed veterinary, scientific, and research staff. By collaborating with leading scientists and researchers to learn from the patients in their care, the Center expands and advances science to increase understanding of the health of the ocean and highlights implications for human health.

 In addition to its work within the scientific community, the Center’s formal and informal education programs reach 100,000 children and adults ever year. Ultimately, the Center’s work inspires action and fosters stewardship toward the care of our environment.

 

Overlooking the ocean in the Marin Headlands, in Sausalito, CA, the Center operates three field stations in its 600-mile rescue range on the California coastline from San Luis Obispo through Mendocino County. Simultaneous to the construction of its new Kona, Hawaii facility, the Center’s rescue range has increased to include the entire Hawaiian archipelago. With an annual operating budget of almost $10M, 60 to 70 staff depending on the time of year, and 1,200 actively engaged volunteers, The Center operates 24 hours per day, 365 days per year.

 

ROLE DESCRIPTION

 

The Payroll & Accounting Specialist is an integral part of the Finance Department team and is one of the key positions in the organization. This position is responsible for processing accounting transactions, including accounts payable, cash disbursements, payroll, and bank deposits. Additional responsibilities include office administration for the organization broadly. The person in this role will need to be very detail-oriented, tech-savvy, a self-motivated team player, and provide friendly, timely service to both internal staff and external contacts, while maintaining a high level of accuracy and attention to detail that is required of an accounting system.

This position reports directly to the Chief Financial Officer, works very closely with the Accounting Manager, and assists other staff across the organization.

 

PRIMARY RESPONSIBILITIES + DUTIES

Payroll (45%)

  • Prepare bi-weekly payroll through an outside payroll service; ensure accuracy
  • Prepare journal entry to post payroll expenses by department to the general ledger
  • Reconcile payroll and payroll tax expense to quarterly payroll report filings
  • Run workers’ compensation report to accrue workers’ compensation premium by department monthly
  • Manage the annual workers’ compensation audit
  • Oversee issuing annual W2 forms by outside payroll service

 

Run Accounts Payable, including staff credit card purchases (30%)

  • Manage vendor list and administer W-9 forms
  • Distribute invoices to department personnel for approval and follow-up as necessary
  • Enter approved invoices, ensuring transactions are coded and processed accurately
  • Conduct weekly check runs and wire transfers as necessary
  • Respond to staff requests for petty cash reimbursements and record related expenses
  • Manage the corporate credit card process, including auditing expense reports and adding and deleting employees in the credit card program
  • Issue annual 1099 forms, ensuring accuracy

Other Accounting (10%)

  • Batch bank deposits for earned revenue weekly
  • File accounting documents, keeping filing systems organized and updated; manage records retention
  • Conduct accounting procedures orientation for all new employees
  • Work pro-actively and collaboratively to support and strengthen the overall efficiency and effectiveness of accounting controls and procedures
  • Perform other duties as assigned, including ad hoc projects as requested by the Accounting Manager or CFO

Office Administration (15%)

  • Be the expert who troubleshoots issues with copiers, postage machine, shredder and other office equipment timely, as they arise; ensure that at least one staff outside of finance can perform these same duties
  • Procure office supplies, and maintain office supply and staging areas

  

KNOWLEDGE + ABILITIES

  • Aptitude for numbers, detail-oriented, strong quantitative skills
  • Tech-savvy; comfortable with computers and software systems in general; highly proficient in Microsoft Excel
  • A self-starter with an ability to work independently, show initiative and follow through to completion
  • Ability to prioritize multiple assignments, work under the pressure of deadlines, and thrive in a fast-paced diversified workplace
  • Strong interpersonal communication skills (verbal and written), flexible, good humor
  • Customer service oriented; able to shift gears and respond to questions and take responsibility in a consistently generous and helpful way
  • Able to handle confidential information with tact and poise
  • Ability to supervise volunteers on administrative and accounting tasks
  • Strong commitment to the mission

 

QUALIFICATIONS + EXPERIENCE

  • Associate’s or Bachelor’s degree, preferably in accounting, finance, or business, from an accredited college or university
  • 2+ years of accounting or bookkeeper experience, or an equivalent combination of training and experience
  • 2+ years of payroll processing experience
  • 1 year of accounts payable experience
  • Knowledge of Paylocity Payroll is preferred (working experience of similar platforms is ideal)
  • Experience with Blackbaud’s Financial Edge system is a plus
  • Experience troubleshooting routine, day to day office machines such as printers

 

ENVIRONMENTAL DEMANDS

  • Ability to lift and/or move up to 30 pounds
  • Ability to work at a computer 90% of the work day
  • Sit at a desk for extended periods of time using a computer screen, walking, and climbing stairs
  • Ability to lead tours of the Center’s premises
  • Hospital environment with access to other parts of the facilities via outdoor pathways
  • Limited exposure to zoonotic diseases

 

 

FURTHER INFORMATION

Location: Main Hospital, Sausalito, CA

Hours: Full-time, benefit eligible, 40hrs/week, exempt

Reports To: Chief Financial Officer

Direct Reports: None

Apply for this opening at http://tmmc.recruiterbox.com/jobs/fk01ayb?apply=true