SUMMARY OF POSITION:

This position is an administrative position assisting the Finance Director to maintain a system of financial management and internal controls that meets the requirements of the Organization and its funders. Employee in this position must have the ability to temporarily maintain the work load of any position in the Finance Department. Also necessary are technical skills to perform data processing of computerized payroll and financial record-keeping systems, and generate reports for the Board of Directors, management staff and/or funding sources. Employee is responsible for monitoring all transactions to assure compliance with grant requirements and Organization policies.

QUALIFICATIONS:

EDUCATION/PROFESSIONAL EXPERIENCE:

• AA in Accounting or related field required.
• BA/BS in accounting preferred. Relevant work experience may substitute for degree upon Executive Director and Finance Director approval.
• Three years’ experience in accounting and financial management required.
• Functional knowledge of modern office practices, procedures and filing system maintenance.
• Governmental and fund accounting experience preferred.
• Minimum of three years computer related experience.
• Paylocity and/or Financial Edge experience preferred.
• Ability to pass criminal history background check.

LANGUAGE SKILLS:

• Ability to communicate clearly and accurately, in oral and written format.
• Ability to prepare reports, including ability to assemble information in software programs.

MATHEMATICAL SKILLS:

• Demonstrated understanding of business financial concepts such as indirect costs, depreciation, cost allocation, deferred revenue, etc.
• Ability to apply appropriate mathematical formulas; add, subtract, multiply, divide, to use decimals and percentages; ability to compute interest, profit and loss, ratios and proportions.
• A solid understanding of bookkeeping procedures including crediting and debiting appropriate accounts, posting entries to ledger accounts, and reconciling account

REASONING ABILITY:

• Ability to maintain strict confidentiality at all times, including the ability to recognize situations in which confidentiality is required.
• Ability to establish and maintain effective working relationships with SoCoCAA staff and management, community members, consultants, and the public.
• Ability to analyze issues, compare alternatives and make logical decisions based on available information.
• Ability to seek and find additional information when needed.
• Must work independently, with minimum supervision.

PHYSICAL REQUIREMENTS:

• Lifting a minimum of 25 pounds may be required.
• Work will require the extensive use of computers with exposure to video display terminals, the need to work in front of a computer terminal for extended periods of time and repetitive motion with data entry and the use of a computer mouse.
• Adequate hearing is required to hear/talk with all individuals, and to use telephones on a consistent basis.
• Position involves occasional standing or kneeling and long periods of sitting.

WORK ENVIRONMENT:

• Work is performed in an office setting with some exposure to environmental stress, and frequent interruptions.
• The noise level in the work environment is quiet to moderate.
• Frequent communication with employees and others on a daily basis, including written communication, telephone, and face-to-face interaction is required.

COMPUTER SKILLS:

• Demonstrated knowledge of Microsoft Office programs, including Word, Excel, and Outlook.
• Ability to operate various types of office equipment.
• Proficient use of a 10-key calculator
• Considerable knowledge of accounting software, especially fund accounting software.

Financial Management

1. Contribute actively to the SoCoCAA Finance Department to assure its accountability, high quality work, helpfulness to Organization staff and responsiveness to the Organization’s existing and emerging needs.

2. Assist in maintaining all accounting records to include cash journals, general ledgers, check registers, earnings records, employer payroll records, etc.

3. Assist the Finance Director in reconciling all bank statements and verifying the validity of each account, assuring all funds have been processed according to procedure and recorded in the General Ledger.

4. Assist the Finance Director in assessing program impact resulting from changes in program rules, regulations and funding sources; make recommendation regarding the same.

5. Assist the Finance Director in maintaining the General Ledger, accounting structure, and report structure.

6. Prepare or review accounting entries necessary for the operation of the Organization in accordance with the accepted policy of the grants and contracts. Ensure entries are supported with adequate documentation to meet the approval of the Finance Director and auditors.

7. Assist Division Directors to ensure allowability of the items to be posted to their grants.

8. Assist the Finance Director in the preparation of federal grant reports in accordance with the grant stipulations.

9. Participate in the periodic review of Financial Procedures Manual; make recommendations to the Finance Director and/or Executive Director. Assist the Finance Director in maintaining compliance with Uniform Guidance and FASB regulations.

10. Assist the Finance Director in developing account systems within the Organization for management purposes.

11. Assist in preparing, reviewing, and verifying a variety of documents, including monthly, quarterly and annual financial and payroll reports.

12. Assist in the preparation of the annual financial report and audit, including assistance to external auditors

13. Prepare, analyze, understand and interpret financial reports.

14. Develop and modify procedures, methods and processes to improve efficiency.

15. Maintain a working knowledge of all Finance Department functions. Fill in at any capacity within the department during absence or high workload situations.

16. Create program invoices and reports as necessary.

17. Assume the responsibility for the Finance Department during the absence of the Finance Director.

Payroll Duties

SoCoCAA Staff

1. Maintain all current employee payroll files to include employment history, wage data, deductions, special withholdings, annual and sick leave data, W-4 information, department and program information.

2. Receive, review and process all data affecting payroll and employee status, communicate with the various Divisions and HR to ensure that payroll data maintained is current and valid.

3. Verify new employee setup in Paylocity and add appropriate clock in access and create new employee payroll files.

4. Review employee time punches and edits to ensure accuracy and consistency and approve staff payroll for submission to Paylocity. Ensure timely and appropriate distribution of the payroll. Coordinate with various divisions on issues with payroll data and payments. Verify accuracy of data entry and processing for each payroll.

5. Prepare all semi-monthly staff payroll entries,(401k, Colonial etc.) checks and reconciliation; reconcile payroll cost distributions to employee time sheets/logs

6. Review and reconcile all payroll reports prepared by Paylocity, i.e. W-2s, 941, SUTA, Worker's Compensation, 401K profit sharing, section 125 cafeteria plan and HSA contributions.

7. Know the operation of the Paylocity electronic payroll software and assist employees to use the system as requested.

8. Stay informed on changes and developments in employment law (federal, state, Tribal and local) and new requirements imposed by Federal/State agencies or SoCoCAA policies.

9. Coordinate employee benefit package with Human Resources i.e. insurance, cafeteria, retirement accounts.

Accounts Payable

1. Receive all accounts payable payment documents, verify all data, record in the appropriate registers and journals, prepare voucher and check for payment. Coordinate with divisions and vendors to resolve payments issues.

2. Enter credit card receipts/and review division credit card receipts and reconciliations in WellsOnee Expense Manager

3. Prepare all annual accounts payable reports, including 1099 MISC to Vendors.

4. Reconcile the Accounts Payable Journal to the General Ledger on a monthly basis, and submit to the Finance Director.

5. Initiate and complete applications for new charge accounts for SoCoCAA; to be signed and finalized by the Finance Director. Maintain records as to who is authorized and how much each person is authorized to charge. Drop and add names as directed by Division Directors.

6. Maintain organized filing system for all information relevant to operation of the Accounts Payable system.

7. Check all travel advances for per diem and lodging accuracy. Maintain a file of outstanding travel advances. Prepare a monthly report of outstanding travel settlements for each Division Director and the Executive Director. Assist employees with travel reconciliations as needed.

8. Maintain all SoCoCAA leases. Make timely payments to lessors. Notify Executive Director within six (6) months of each impending expiration date. Bill lessees. Ensure payments are made by lessees in a timely manner and notify the Executive Director if any issues arise.

9. Maintain list of contracts and ensure that payments do not exceed contract dates or amounts.

10. Become familiar with the SoCoCAA Financial Policies and Procedures manual. Assure adherence to the procurement policy by all Division Directors and SoCoCAA employees, and verify that all purchases and payments are in accordance with SoCoCAA Policy.

11. Receive all invoices created by the Finance Director and input them into the accounting software as either Accounts Receivable or Grants Receivable.

Other Duties

1. Receive income and receipts from divisions, reconcile all cash and checks to receipts and make weekly bank deposits. Forward all receipts information to the Finance Director for posting to the Cash Receipts Journal.

2. Maintain inventory for insurance purposes and for compliance with Uniform Guidance.

3. Provide clerical support for Finance Department. Assist with monthly program billings and invoices as necessary.

4. Provide administrative/customer service support, including answering phones and greeting guests as needed.

5. Perform any additional related work as assigned by the Finance Director and Executive Director.