Finance/Office Manager

The 1000 Islands International Tourism Council is seeking a full-time, year-round Finance/Office Manager. The position is charged with the day-to-day financial responsibilities of an approximately $1 million nonprofit charged with promoting the greater 1000 Islands international region as a vacation destination. The position additionally provides clerical and office management duties for a five-person office. The organization’s core mission is destination marketing and the position provides limited direct-marketing duties as well as support for marketing programming. 

 

Preferred candidates will have proficiency in Quickbooks and Microsoft Excel and be capable of managing multiple projects simultaneously with a demonstrated background in financial management. This is a position that requires strong organization skills and a keen eye for details. The position is full-time (40 hours/week) and includes a comprehensive benefits package. The manager must be able to travel freely between the United States and Canada (when permitted) and maintain that privilege as a condition of employment.

To apply, send letter and resumé to jobs@visit1000islands.com.

General Description:
Coordinates and manages operation of the Council’s office and corporate finances utilizing QuickBooks, Microsoft Excel and Word as well as Adobe software under supervision of the Director of Tourism. Provides support in coordinating board of director meetings and staff meetings.  Assists in other areas as needed.

Specific Duties
Accounts Payable and Receivable

  • Review and process all bills into QuickBooks using budgeted line items, cut checks and make/mail payments in a timely manner, submit tax exempt forms; obtain W-9 forms; send 1099s as required.

  • Prepare/send customer invoices and monthly statements for all projects; contact customers to collect past due accounts; submit W-9 forms as required; prepare paid receipts as requested.

  • Receive all payments; process in QuickBooks and various Excel reports; prepare/make all bank deposits.

  • Process all credit card payments received.

  • Maintain an Excel report of receivables on shared access files for all staff to view.

  • Accurately enter numerous journal entries in QuickBooks as needed.

Budget and Finance

  • Enter annual budget in QuickBooks to include six accounts.

  • Prepare monthly financial reports for the Board of Directors.

  • Work with Auditor monthly to assure that reports are correct and obtain/enter Canadian currency conversion, enter journal entries when required.

  • Manage 12 bank accounts, transfer funds as necessary; perform monthly reconciliations.

  • Act as contact for banks for managing accounts and handling fraudulent charges or discrepancies.

  • Manage debit account for staff card holders, collect/track all receipts.

  • Prepare Excel reports to track spending/income on all projects; reconcile with appropriate staff.

  • Assist Director with application and document submissions for grant funding; prepare requests for payment; submit proof of payment and quarterly reports as required (Jefferson County, NYS Empire State Development, etc.)

  • Administer custodial accounts for NYS Regional Matching Funds and NYS Thousand Islands Seaway Matching Funds; keep all expenses segregated (Jefferson, Oswego and St. Lawrence) and within the approved budget line items; keep each County informed of their spending and balance levels.

  • Manage custodial account for Lake Ontario Sportfishing Promotion Council (LOSPC); invoice participating counties; pay invoices as directed; track all spending; provide monthly reports.

  • Prepare files and documentation for year-end audit and assist Auditor as needed.

  • Track and maintain records for all Policies and Resolutions.

Office Management

  • Order supplies as needed online or purchase locally.

  • Arrange service calls for equipment and ensure all equipment is in good working order.

  • Organize meetings and gatherings; maintain attendance list; order food; ensure needed materials are on hand; work closely with staff to make sure all requirements are met.

  • Collect and submit new/seasonal hiring paperwork for Thousand Islands Bridge Authority (TIBA) staff assigned to Council; prepare staff schedule.

  • Prepare and submit annual sales tax report and payment.

  • Prepare and distribute board meeting packets for board members and TIBA board members per instruction of the Director; attend board meetings for the purpose of transcribing minutes.

  • Submit weekly timecards to TIBA office; reconcile staff leave hours with TIBA leave reports.

  • Troubleshoot problems within the office and with staff as needed.

  • Maintain NYS Grants Gateway portal account to always ensure good standing.

Other        

  • Answer phones, transfer calls, take messages; assist general public with tourism information. 

  • Attend consumer trade shows while always being a positive and professional representative.

  • Take online courses to improve job performance when possible.

  • Assist other staff with projects events, distribution, or shows as needed.

  • Other duties as assigned. 

Additional information

All 1000 Islands International Tourism Council employees are employed by the Thousand Islands Bridge Authority and on loan to the Council via a staffing and services agreement. Wages and benefits provided by the Thousand Islands Bridge Authority. The Thousand Islands Bridge Authority is an equal opportunity employer.

USA

43373 Collins Landing

Alexandria Bay

New York  13607

CANADA
Box 69

Lansdowne

Ontario K0E 1L0

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Phone:  800-847-5263 or 315-482-2520