Job Description



Specific Functions:

• Manages all internal ticket sales to the general public, including;

o Phone/mail orders

o “E-Commerce” online orders with tournament partner.

o Ticket outlet programs, including consignment and reconciliation/accounting,

• Manages finance committee and finance office on site at Tournament.

• Manages all accounts payable including but not limited to;

o Processes payments by coding to correct line item expense, produces check request forms, and obtains director’s signature for payment approval on all invoices.

o Posts incoming invoices accurately to computer accounting system.

o Maintain and update paper filing system and new electronic filing system.

o Maintains communication and coordinates payables with hospital accounts payable department.

o Processes weekly purchase card (PCard) spreadsheets sent by corporate by collecting all receipts, coding to correct line item and receiving director’s approval of charges and coding then return to corporate.

• Manages all accounts receivables and revenues, including;

o Invoicing sponsors and posts invoices into Quickbooks to correct account numbers.

o Deposits all checks and cash payments for sponsorships, tickets and other revenue sources, while keeping accurate records.

o Oversees, tracks and properly records any electronic revenues, such as ticket sales, volunteer fees and others as needed.

o Distributes all revenue records/deposit forms and invoicing to corporate accounting.

o Tracks payments to ensure timely receipt from sponsors, and contacts sponsors for payments when delinquent.

• Provides timely and updated financial information to ED on a weekly basis, including expense details, P&L statements and accounts receivable information

• Ensures all monthly financial information has been given to corporate accounting including all bank deposits/credit card receipts, pcard coding, sponsor invoicing, and accounts payable invoices by the fourth business day following the end of the month.

• Sends tax acknowledgment letters to all individual donors, and to corporate donors who request tax verification letters.

• Management of all general office functions, including but not limited to the following:

o Database Management / Contact Lists

o Volunteers, Sponsors & Ticket Purchasers

o Office Equipment & Services

 Computers / Copiers / Printers & Scanners

 Telephones / Internet & Email

 Office Supplies / Shipping /Receiving (FedEx, UPS) & Mail (USPS)

• Serves as an assistant to the Executive Director and other tournament office staff in scheduling & planning meetings for the following groups:

o Board of Directors, Advisory Council, Sponsors, Vendors and Volunteer Committee

• Assists Tournament Business Manager with management of staff, sponsor and professional player travel including airfare, hotel accommodations and car reservations.

• Coordination of Hoag Human Resources employee documents including staff expense reports, Paid Time-Off (PTO) requests and staff payroll logs.

• General receptionist

o Answers incoming telephone calls to tournament office

o Takes messages and/or transfers calls to voicemail

o Greet and welcome visitors to Tournament Office

• Oversight of Tournament Office volunteer committee

Qualifications & Skills

Required:

• Superior computer skills, including Microsoft Office WORD, EXCEL, ACCESS, , as well as Quickbooks.

• One Year minimal background in bookkeeping or financial management.

• Event management experience is a benefit.

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