Purchasing and Accounting Associate

This position description is intended to describe the general nature and level of work being
performed by people in this category. It is not intended to be an exhaustive list of all
responsibilities, duties and skills required of people in these positions.

Work Team:

Business

Reports To:

Bookkeeper

Position Classification:

Volunteer

Length of Service:

1 year or more

POSTION SUMMARY

This position is open in late August. The Holden Village purchasing clerk facilitates the procurement of materials and services by the organization to ensure quality, fiscal responsibility, and timely receipt of orders. This position works closely with the Accountant Lead to complete accounting tasks and may support other areas of the business team such as registration or the store as needed.

MAJOR FUNCTIONS

(principal duties and responsibilities; such as categories supported, staff size, volume managed, etc)

Specific responsibilities may include but are not limited to the following:

Purchase goods, materials, and services in support of the operation
Track, maintain, expedite, and manage the purchase order process along with following specific approval requirements and financial recordkeeping requirements
Communicate regularly with suppliers and internal departments regarding purchase requests, quotes, order status, and invoicing
Check shipments for accuracy in product, quality, quantities and price against purchase orders, packing slips, and invoices
Follow up with suppliers to resolve material receipt discrepancies and order issues
Resolve invoice issues both internally with accounts payable and externally with vendors
Develop and support a sustainable purchasing policy and look for opportunities to consolidate purchases to maximize cost savings
Receive and process business mail, including contribution check records
Prepare invoices and credit card receipts for accounts payable
Collect and record cash from multiple revenue centers for accounts receivable.
Assist with reconciling bank accounts, purchasing cards, and cash accounts
Assist Accountant Lead with other projects as available (may include gathering information for budget and audit tasks, reconciling financial data across departments, processing reimbursements, tracking subscription renewals, and other duties)
Cross training in other business areas such as registration and the store to be able to support as needed

KNOWLEDGE AND SKILLS REQUIREMENTS

(position specifications; such as knowledge/education, skills, problem solving/decision making, risk/bottom line results, management responsibility – people and functions)

Specific knowledge and skills include but are not limited to the following:

High school diploma, experience in purchasing and vendor management or
College graduate with business experience in a customer service role
High initiative with desire and ability to learn can substitute for experience
Organized and able to track multiple priorities and deadlines
High level of accuracy and attention to detail
Ability to interact positively with people at all levels and in all capacities, i.e. suppliers, guests, volunteers, multiple managers, executive directors
Self-motivated with ability to work with minimal supervision
Proficient in Microsoft Office Excel and Word
Experience with QuickBooks
Ability to work independently and efficiently manage own time to meet deadlines
A team player willing to support all areas of the Business Team
Excellent communication skills, both verbal and written
Flexible to adapt quickly to changing priorities

COMMUNITY EXPECTATIONS

(particular knowledge/skills related to client and/or agency needs)

Long-Term Volunteer

Enthusiasm for and ability to work in a remote wilderness setting.
Willingness to participate in a mutual review after 6-months.
Pledges to work in ways that support and fulfill Holden Village’s Mission, Vision, and Values and commits to the terms of the Community of Practice Agreement.
Abides by Holden Village’s Community Health Protocols and Practices.
Extends genuine hospitality to all villagers.
Upholds and works to further Holden Village values of diversity, equality, respect, sustainability, and spirituality as articulated in the Strategic Plan.
Be a community leader and role model by serving the village in roles such as First Response Team, Fire Brigade, Worship, and other program events and activities.
Help new staff and volunteers integrate into the community.
Commits to staying up-do date on all required vaccinations, including COVID-19.

COMPENSATION & BENEFITS

As a Long-Term Volunteer, you are eligible for the following compensation and benefits:

$550/month stipend
Food (three meals/day)
Housing & utilities
Free parking at Fields Point
Health insurance (medical, dental and vision)
Basic life insurance
Life Flight membership (emergency helicopter transportation based on medical need)
Simple IRA account
37 “out” days per year
14 one-way boat tickets per year
21 friends & family days and 21 half-price friends & family days per year
Completion bonus and health insurance grace period upon completion of term, equivalent to the length of term.
Access to amazing hiking opportunities, community events, teaching sessions, art studios and other educational opportunities!