The American Academy of Periodontology (AAP) is seeking a Finance Assistant to support the Chief Financial Officer. AAP is a non-profit organization located in downtown Chicago. Their mission is to advance the periodontal and general health of the public and promote excellence in the practice of periodontics. Founded in 1914, they serve over 8,000 members and are focused on building professional partnerships to achieve optimal health and good quality of life for patients.
This position is a full time position that supports the administrative work of the department in the area of finance. This position is eligible for flex time.
Specific duties include but are not limited to:
Check to make sure credit card batches are closed daily, as well as ecommerce batches during renewal season. Prints daily credit card processing reports for both Personify and an outside vendor (Experient). Experient enters payments on our credit card processing software for annual meeting and insurance workshop income while located at a remote area.
Batching deposits according to entry department, and distributing batches. Also reconciles batches once entry into Personify is completed, modifying for any needs to adjust counts or operator. Enters all miscellaneous, non-Personify noted income through multiple journal entries.
Controls accounts payable in MAS500:
- Regular maintenance of all vendors
- 1099 box entry for all vendors considered eligible for a 1099 at year end
- Entry of all vouchers to be cut, maintaining accuracy of any existing credits due, as well as term dates
- Prepares for signature(s) and mails in a timely manner
Tracks/Records coding of copier and postage machine expenses. (Quarterly)
Provides assistance for audit schedule activities, such as, but not limited to:
- Prepaid expenses
- Accounts payables
- Deferred revenue
- Capital expenditures
Handles all duplication for monthly Bank of America and Amex credit card statements. Assigns deadlines to receive all coded and appropriately signed copies. Enters all expenses and credits into excel and reconciles totals. Prepares journal entry to record expenditures, as well as figures use tax on any qualified purchases. For Amex, researches travel expenditures with third party Gant.
Processing and tracking weekly dental reimbursements for payment
Prepares AAPF quarterly compilation of pass-through expenses for 20+ account codes.
Provides assistance for all corporate support. Meets with Corporate Liaison Director and assigns all invoicing through both Personify, as well as individual companies’ website portals. Tracks payments and prepares all documentation requested by the outside donors. Files with contracts.
Prepares all 1099s through MAS500, noting throughout the year any possible areas of departure (travel expenditures, meal functions expenditures, etc.) from 1099 reporting. Mails to vendors, as well as prepares 1096 for mailing to the Internal Revenue Service.
Works with IT Department to ensure all IT, office equipment and phone related invoices are paid in a timely manner.
Tracks and maintains capital expenditures in accordance to capital budget.
Assists with various form 990 schedules.
Assists with year-end audit preparation.
Assists Chief Financial Officer with HR administrative functions.
Helps prepares analysis reports throughout the year as needed.
Assists human resources with maintaining employee files, updating various databases, scheduling candidate interviews, coordinating onboarding, completing employment verifications, and completing special projects.
Has regular contact with all levels of staff, both AAP and AAPF
Has some contact with AAP leadership
The AAP offers excellent benefits to its employees including medical, dental, life, short-term disability and paid time off.
The American Academy of Periodontology is an Equal Opportunity Employer.