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Whether you are an experienced professional looking for a new opportunity, a new graduate, or changing careers, association management is a growing, vibrant, and dynamic field.  Associations are broadly diversified organizations, with business models ranging from event planning to publishing to e-commerce to member services—and often much more—all housed under one roof. No matter what your area of interest or expertise, there is a position within an association that is perfect for you. 

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Accounting Manager

Pennsylvania Dental Association 

SUPERVISOR: Director of Accounting

PAYROLL CLASSIFICATION: Full-Time, Exempt

We are looking for a knowledgeable Accounting Manager who can lead and motivate accounting staff members and increase department accuracy and efficiency. The Accounting Manager will delegate, supervise, and participate in accounting department tasks, oversee the recording, tracking, and reporting of financial information, train, and motivate accounting staff members, and ensure that the department operates efficiently without sacrificing accuracy.

To succeed as an Accounting Manager, you should be analytical, detail-oriented, and honest. The ideal Accounting Manager should possess excellent leadership and interpersonal skills as well as strong understanding of accounting and management principles and financial legislation

General Administrative and Accounting Responsibilities:

  • Provides fiscal support to all departments of the Pennsylvania Dental Association (PDA).
  • Prepares the bi-weekly payroll through a third-party vendor.
  • Prepares appropriate monthly and quarterly financial statements and reports.
  • Assists with the annual audit by providing necessary information, researching inquiries and providing other assistance to the outside auditing company.
  • Maintains a file of all contracts between the PDA and vendors.
  • Prepares for and attends the annual Pennsylvania’s Dental Meeting as assigned.
  • Maintains schedules for all tax filings, required reports and ensures their timely submission.
  • Performs human resource duties including 401(k), medical insurance, group term life insurance, and maintains employee records.General

Ledger (G/L) Responsibilities    

  • Maintains chart of accounts in Sage 100c for the PDA and its subsidiaries (i.e. PADPAC, Pennsylvania Dental Foundation).
  • Reconciles bank statements for PDA and its subsidiaries.
  • Prepares and enters monthly adjusting and reoccurring journal entries into the G/L.
  • Updates all G/L related schedules (depreciation, prepaid expenses, etc.).
  • Reconciles investment statements for PDA and its subsidiaries.

 Accounts Receivable (A/R) Responsibilities :     

  • Records cash receipts, credit card transactions, and invoices for the products and services of the PDA and its affiliates as needed to assist the Accounting Assistant.
  • Processes member dues payments and other income, including but not limited to coupon payments, credit card processing and electronic dues payments.
  • Prepares bank deposits as needed to assist the Accounting Assistant.
  • Maintains files of cash receipts and invoicing journals.
  • Updates member records in the membership database.
  • Create invoices for subsidiaries, employees and members, for reimbursement to PDA for services rendered.

Other Responsibilities:           

  • Maintains chart of accounts in Sage 100c.
  • Prepares invoices forthe PDA Journal advertising and other PDA products/services.
  • Transmits electronic payment for Unrelated Business Income Tax (UBIT).

EDUCATION:       
Bachelor’s Degree Required

QUALIFICATIONS/SKILLS REQUIRED:        

  • Minimum of 3 years of accounts receivable, accounts payable and payroll processing through a third-party vendor.
  • The ability to perform data entry with a high degree of accuracy and at an efficient pace.
  • Intermediate to advanced computer skills including the use of Office 365.
  • The ability to manage multiple assignments and priorities.
  • Sage 100c accounting software experience preferred, but not required.
  • Availability for occasional overnight travel.

For immediate consideration, submit your detailed resume with cover letter to [email protected].

Solicitations from recruiting organizations will NOT be accepted.

 

Office Administrator

Pennsylvania Asphalt Pavement Association (PAPA)

SUMMARY:

The Pennsylvania Asphalt Pavement Association (PAPA) is seeking qualified candidates to fill the position of Office Administrator. PAPA, founded on July 1, 1932 is a Section 501(c)(6) not- for-profit trade association representing the asphalt paving industry in Pennsylvania. PAPA currently has 150 members. PAPA members include asphalt mix producers, asphalt refiners/suppliers, paving/milling contractors, engineering/consulting firms, equipment manufacturers, commercial testing labs, and other entities that make up and provide support, materials, and services to the asphalt paving industry in Pennsylvania and across the United States.

ESSENTIAL DUTIES:

The Office Administrator (OA) manages office activities and operations to ensure efficiency, quality, customer service, and compliance to association policies. The OA provides clerical, administrative, IT, technical, etc. support to staff (1 fulltime and 2 part-time), the Executive Committee, the Board of Directors, Association Committees, and plans, budgets, contracts for, organizes, and manages Association meetings, events, functions, etc.

Responsibilities: 

  • Plan, budget, schedule, organize, attend, and manage all events for the Association. Current yearly major events include the Annual Conference, three Regional Technical Meetings, the PennDOT PAPA Bus Tour, and the Environmental Seminar. Contract for hotel meeting rooms, sleeping rooms, meals, catering, etc.
  • Schedule, budget, organize, attend, and manage meetings for the Executive Committee and Board of Directors, Executive Director, Association Committees, task forces, etc. Contract for hotel meeting rooms, sleeping rooms, meals, catering, etc. Coordinate, create, edit, and distribute meeting agendas, minutes, and reports. When requested, make travel arrangements for staff.
  • Schedule in person and virtual meetings via MS Outlook and GoToMeeting and monitor/update staff calendars.  Prepare and maintain meeting minutes, documents, handouts, correspondence, files, etc.
  • Track all pending correspondence, PennDOT Clearance Transmittals, requests for information,  etc. to ensure completion of assignments and timely response.
  • Utilize MS EXCEL and other Association software (MS Office 365, GoToMeeting, Adobe Acrobat, etc.) to develop, update, and maintain spreadsheets, reports, letters, and databases and generate reports, graphs, charts, tables, etc., for use by staff. Utilize MS PowerPoint to develop or revise formal presentation materials for staff. Manage the IT Service, copier, janitorial, etc. contracts. Maintain Association’s Server in consultation with IT Service and internet and cable TV with Comcast.
  • Serve as lead marketing person for the Association. Maintain and update data and information on the Association’s Website and Constant Contact list. Distribute Social Media Content via Association’s Twitter, Facebook, etc. accounts. Develop and distribute marketing material as appropriate.
  • Maintain digital records and correspondence files for staff and committees.
  • Organize, prepare, and distribute the Association’s newsletters, publications, and membership directory.
  • In collaboration with staff, prepare a calendar year Association “Draft” Budget, monitor cash flow, membership dues,  etc.
  • Interact with public, partners, members, etc. by telephone, social media, and e-mail to assess needs and coordinate responses in a professional manner.
  • Work closely with the Accounting Administrator and act as her backup when required.
  • Ability to work remotely as need arises.

SKILLS & EXPERIENCE & Education:

The successful candidate for this position will possess: 

  • Event planner and/or manager experience.
  • Knowledge of standard office procedures and practices.
  • Knowledge of grammar, spelling, syntax, and punctuation, letter, and report  preparation. Basic math skills for performing routine calculations related to tasks.
  • Advanced IT skills and knowledge of MS Office 365 and in particular knowledge/skill/experience with  Outlook, Word, Excel, and PowerPoint.  Also, Windows 10 Pro, GoToMeeting, Adobe Acrobat, SAGE, Constant Contact, Survey Monkey, etc. skills and experience preferred.
  • Good written and oral communication skills and pleasant personality for answering telephones, preparing emails, and greeting members. 
  • Ability to operate basic office equipment such as computer, calculator, copier, fax, camera, video projector, etc.
  • Ability to organize and coordinate office support services.
  • Ability to work under the pressure of multiple deadlines and changing task priorities.
  • Self-starter and ability to work with minimal supervision.
  • Ability to occasionally travel overnight to statewide or nationwide events, meetings, conferences, etc.
  • Minimum education, high school graduate, 2 or 4-year college graduate preferred.

REPORTING RELATIONSHIP:

The PAPA Office Administrator (as well as the Technical Services Director and Accounting Administrator) reports to the Association’s Executive Director but collaborates frequently and independently with all staff and association members.

LICENSES AND CERTIFICATIONS:

A valid PA Driver’s License is required.

SALARY & BENEFITS:

Starting salary is $50,000/ year with benefits.

TO APPLY FOR THE POSITION:

All submissions must be electronic (PDF format preferred). Send resume of qualifications, a cover letter explaining how your qualifications and experience match up with the job posting, and three business references via email to PAPA Executive Director Charles C Goodhart at the following e-mail address: [email protected] . PAPA will receive resumes and letters of interest and perform interviews (in person or via GoToMeeting) until the position is filled. 

PAPA IS AN EQUAL OPPORTUNITY EMPLOYER:

PAPA is an equal opportunity employer. PAPA does not discriminate and takes affirmative action measures to ensure against discrimination in employment, recruitment, advertisement for employment, compensation, termination, upgrading, promotions, and other conditions of employment. PAPA does not discriminate against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.