Accounting and Administrative Coordinator

About the Potomac Appalachian Trail Club

Since 1927, PATC has been serving the outdoor community by creating and maintaining trails, cabins, and shelters throughout the Mid-Atlantic region. PATC strives to connect people with the outdoors through outreach events, workshops, and volunteer opportunities. PATC manages over 1,000 miles of recreational hiking trails, manages 49 rental cabins, and has nearly 8,000 members.

The Potomac Appalachian Trail Club (PATC) is a volunteer service organization governed by a volunteer Council consisting of a combination of the elected officers, presidents of the Club’s Chapters and Special Interest Sections, and the chairs of the standing committees. The Club manages over $12 million in assets and has an annual operating budget exceeding $1.3 million. To support the volunteer-led initiatives, the Club employs a small permanent staff and seasonal workers. The Club’s Executive Committee (EXCOM), chaired by the President and comprised of the elected officers and appointed officials, is responsible for guiding the day-to-day activities of the Club, and for implementing the priorities of the PATC Council (i.e., Board of Directors).

Position Summary

The Accounting and Administrative Coordinator provides a broad range of bookkeeping and organizational support services aimed at ensuring the successful day-to-day management of the club’s financial and logistical operations. In this role, general responsibilities include preparing, entering, and tracking financial transaction information; assisting with bank and other financial reconciliation processes; maintaining all necessary and appropriate financial and administrative records; tracking and managing all office logistics (including mail, conference room reservations, office supplies, etc.), and otherwise providing administrative support for the Staff Director.

Key Responsibilities

Accounting

• Enter all bills in Quickbooks and ensure proper authorizations for payment
• Keep vendor files up to date, ensuring that all necessary supporting documentation has been submitted, and process approved bills and reimbursements
• Pay all bills weekly
• Collect credit card receipts, ensure proper authorization and reconcile the credit card statements
• Enter daily cabin transactions and reconcile with reservation software and credit card merchant reports
• Prepare bank deposits and enter cash and check donations and memberships into Neon
• Remit sales taxes to 4 states on a monthly/quarterly basis
• Perform end-of-month tasks per checklist including recordkeeping, providing monthly budget reports to budget managers, recording chapter/section transactions and more
• Maintain accounting files and records under the guidance of the Finance Coordinator
• Provide support to staff and volunteers in processing reimbursements
• Support the annual audit by providing supporting documentation and other tasks
• Support the annual budget process by providing records/data to budget managers
• Review A/P records and prepare information for issuance of 1099s annually

Administration

• Provide the Staff Director, ExCom, Council, and staff clerical and organizational support, as directed
• Manage and maintain the inventory of office supplies
• Coordinate HQ usage and manage the conference room reservations
• Identify and support opportunities for better utilization of PATC administrative (physical) resources
• Process all incoming club mail
• Assist in the migration from paper to digital record management systems for all programs and assist in ongoing management/maintenance of records
• Assist with physical inventory at year-end
• Monitor and direct all incoming mail/email to the appropriate leaders and/or respond as necessary
• Assist with monitoring the volunteer application systems and ensure applications are appropriately directed and receive response
• Perform other duties as assigned by Finance Coordinator and Staff Director

Qualifications

• Superior comprehension and comfort with current financial and accounting practices
• Advanced proficiency in QuickBooks and Microsoft Excel
• Experience with CRM systems or other enterprise software
• Proficiency with Microsoft Office 365
• Superior organizational and interpersonal skills
• Ability to learn quickly, adapt to change, and balance multiple priorities
• A strong belief in and commitment to the work and mission of PATC

Compensation and Benefits

• Generous PTO polices, plus federal holidays.
• Health, vision, and dental programs available.
• 403b retirement plan
• Hybrid work schedule (two days in office per week)

Location

Headquarters located in Vienna, Virginia

Please submit resume and cover letter via the Idealist portal or by emailing staffdirector@patc.net.