What are the responsibilities and job description for the FINANCE SPECIALIST position at Chautauqua Opportunities Inc?
Description
Position Data:
Title: Finance Specialist
Grade: 6 Exempt Non-Exempt X
Reports to: Accounting Manager
Basic Function or Position Summary:
Assist Finance Team, CEO and Division Directors in performing daily Accounting functions to ensure ongoing Agency Fiscal Stability. Hours per week 35: Monday - Friday 8:30am to 4:30pm. Salary $18.08/.hourly
Security Clearance: N/A
Requirements
Position Responsibilities and Specific Duties:
• Reconciles the various Savings Accounts
• Assigns numbers to paper purchase orders, maintains a list of purchase orders paper and electronic and reconciles invoices to
purchase orders before payment.
• Monitors the purchase order and requisition modules on AccuFund for approvals and print required documentation.
• Monitor the electronic purchase order log for possible closeout of purchase orders.
• Prepares Agency’s A/P vouchers for payment and process A/P check runs.
• Process credit card payments matching all relevant purchase orders, receiving reports and approvals from card holders.
(American Express, Home Depot, Sam’s Club and Key Bank)
• Reconcile payments with Customer Statements when received.
• Upload check runs to KTT for Next Day Positive Pay (fraud prevention)
• Prepare checks for mailing/processing.
• Monitor daily for exceptions on Key Total Treasury
• Track all company vehicles for registrations, insurance, lease updates.
• Track NSF checks
• Prepare checks for mailing/processing.
• Maintain Contract MOU/MOA files and process out to Funders, Division Directors
• Collect payments at MYAB for rent, Childcare, CODI Loans – daily, as needed.
• Maintain postage funds in Quadient.
• Maintain Journal Entry Binders in orderly fashion for ADJ/Voids/Check Runs
• Prepare Sign In/Out sheets for building and non-building staff at MYAB.
• Preparation/presentation of the Annual Workers’ Comp Audit
• Maintain Cash Journals for COI Clearing Account.
• Prepare monthly billings for Tech and Operating charges.
• Prepare A/P Travel reimbursements to be entered and documents scanned into AccuFund so A/P checks can be generated.
• Post receipts by contract to AccuFund including the scanning of the cash receipt backup.
• Reconcile payments with claims & correcting any errors resulting in reduction or denial of payment.
• Prepare deposits as needed.
• Maintain positive relations with Vendors, Staff and Banks.
• Reconcile cash receipts with A/R on AccuFund and in folders.
• Follow up on late payment to funding sources.
• Maintain A/R folders by contract.
• Process charges for Postage @ MYAB building and assist other building clerks.
• Assist with annual and program audits.
• Maintain cash receipt log.
• Reconcile cash receipt log with deposits.
• Prepare ACH (Direct Deposit) payments for CACFP providers into Key Total Treasury (KTT)
• Prepare, print and mail 1099s to required vendors and report to the IRS by deadlines.
• Job performance incorporates integrated service delivery model while promoting self-sufficiency.
• Reconcile Direct Deposits to A/R on file.
• Maintain and update vendor files for insurance certificates.
• Promotes agency mission.
• Maintains confidentiality and complies with the code of ethics.
• Maintains consistent professional customer service.
• Other duties as designated by supervisor.
Key Working Relationships:
A. Internal: CFO, Program Accountants, Program Coordinators & Managers, Payroll and HR Staff
B. External: NYS and Chautauqua County Funding Sources, Vendors and various other Funding Sources, Key Total Treasury
Supervisory Scope:
A. Number of staff supervised: None
B. Titles supervised: None
Organizational:
• Adheres to all policies and procedures.
• Gathers appropriate documentation and tracks outcomes.
• Purchase Order list (paper and electronic)
• Accounts Receivable and Accounts Payable Lists
• Cash Balance Report
• Vehicle Documentation
• MOU/MOA and Contract files
• Participates in organizational committee structures as appropriate.
• Participates in organizational and divisional management systems.
Knowledge, Skills Required:
• Associates Degree in Business Administration/Accounting preferred; or HS Diploma with one to three years of A/P or A/R
experience required.
• Strong computer skills, including working knowledge of Microsoft Office
• Organizational and Reporting Skills
• Strong interpersonal and communication skills.
• Time management skills with the ability to organize, focus, prioritize and communicate.
Physical:
• Ability to lift up to and including 10-25 pounds of physical effort.
Special Requirements:
• Must be able to provide consistent even tempered customer service at all times.
• Valid Driver’s license
• Reliable transportation
• Works compassionately with a diverse population
Salary : $18