Accounting Manager

Position Title: Accounting ManagerJob Class: Salary/Non-Exempt Reports To: Executive Director

Summary

This position is responsible for the finance, accounting and purchasing activities of DVARC, ensuring accuracy, timeliness and compliance with local, state and federal laws and regulations, Generally Accepted Accounting Principles, applicable OMB Circulars and VA regulations. Performs all functions in fulfillment of DVARCs standards of excellence, utilizing continuous improvements in processes, policies, and procedures to nurture an environment which fosters optimal productivity and service to our customers.

Coordinates pre-award and post-award activities related to grant and contract proposal. Pre-award activities include assisting Investigators in the development, preparation, and submission of grant and contract proposals, especially related to budget development. Post-Award activities include establishment of accounts in the financial system, re-budgeting of funds, and ensuring grant spending is appropriate for the award and funds available.

Also, responsible for accounting accrual entries and regular financial analysis of the foundation accounts. Will meet with Investigators and ED regularly to discuss funding and establish plans maintain to positive account balances.

Qualifications

• BA/BS in financial area or higher or equivalent work experience
• Demonstrated knowledge of Generally Accepted Accounting Principles (GAAP)
• Familiarity with the Office of Management & Budget (OMB) Circulars pertaining to the management and administration of federal funds
• Applicable financial management, accounting and budgeting experience.
  
  

Responsibilities

Accounting

• Manages accounts payable/patient payments and receivable activities for the organization, including supervision of any accounting staff.
• Manages accounts payable to ensure that all payments to vendors are made in a timely manner.
• Process accounts payable checks.
• Manage accounts receivable to ensure that payments are received in a timely manner.
• Prepare quarterly budget reports for distribution to DVARC Investigators and grants managers.
• Review grant documents and Notice of Awards for specific terms and conditions, equipment purchases, payments to Independent Contractors and sub-awards.
• Manage post award invoicing and of grants, contracts sub awards, and agreements involving various federal, public and private funding agencies. Includes billing of: IPAs, Grants, and CRADAs.
• Works with investigators to ensure correct project invoicing

• Performs regular queries to ensure accounts are funded and properly managed, which includes maintaining budget vs actuals and performing account analysis of grants, contracts (CRADAs), sub awards and agreements involving various federal, public and private funding agencies.
• Prepares and records asset, liability, revenue, and expenses entries by compiling and analyzing account information.
• Maintains and balances subsidiary accounts by verifying, allocating, posting, reconciling transactions, resolving discrepancies.
• Maintains General Ledger by transferring subsidiary accounts, preparing a trial balance, recording entries
• Board Financial reports: Summarizes financial status by collecting information, preparing balance sheet, profit and loss, aging report and other statements.
• Annually in accordance with IRS Form 990 regulations
• Quarterly in a consistent manner that fairly and appropriately represents the assets, liabilities, receipts, and disbursements of the Foundation
• Prepare and file annual W-2, 1099 and 1095 forms.
• Play a key role in the successful and timely preparation of annual audit and 990 submission
• Audit Process Accruals
• Audit Process Reports
• Audit Process Documentation
• Oversees Accruals and other accounting practices
• Provides some bookkeeping duties when required
• Regularly reviews account ledgers for accuracy under Accruals basis accounting.
• Journal Entries
• Clincard Registrer
• Check Register Analysis
• Accounts Analysis and Chart
• Deferred revenue analysis
• File Payments per Study / Department
• Monthly closing process
  

Finance

• Completes monthly account reconciliations.
• Bank Reconciliations
• Clincard Reconciliations
• Credit Card Charges & Reconciliations
• Work with Executive Director on annual budget preparation
• Prepares, reviews, and distributes Investigator financial statements quarterly
• Create POs as needed
• Deposit Register
• CRADA Reports
• Grants Reports
• Business Insurance reports & Registration
• Analysis short/long term Investments
  

Human Resources

• Process payroll, benefits and payroll taxes.
• Fringe Analysis
• 401 K Contribution
• Vacation Analysis
• Health Insurance Monthly Register & Analysis
• Health Insurance Deductions
• Health Insurance Inclusion / Exclusion
• Payroll Journal Entries
• Vacation Journal Entries
• Prepare Payroll Liability & Analysis
• Prepare and file all business and payroll tax reports.
• Assist the Executive Director with annual audit and annual 403(b) / 401(K) audit
• Other duties may be assigned.
  
  

Internal Controls

• Budget Tracker
• IPA spreadsheets
• Blackbaud Export Report
• Payroll Reports
• Payroll Deductions Reports
• Avoids legal challenges by complying with legal requirements.
• Secures financial information by completing database backups.
• Protects organization's value by keeping information confidential.
  
  

Other duties

• Assist with records retention requirements
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Other duties as required
  
  

Education & Experience

Bachelor’s degree in accounting or closely related field with 1 year’s experience in project based or non-profit accounting, or 4 years’ experience in non-profit fund accounting doing the type of work required for this position.

Knowledge, Skills, & Abilities

Proficient in QuickBooks, Blackbaud or other money tracking system and Microsoft Office, especially Microsoft Excel. Knowledge of non-profit accounting or grants management, representing a sound working knowledge of non-profit accounting principles and account structures, definitions, and purposes. Person will need to quickly learn the applicable governmental regulations and Board policies for financial matters. Incumbent must be a self-starter and independent achiever of all duties and responsibilities. Must have exceptional communication skills.

EQUIPMENT

Ability to use computer and general office equipment.

WORKING CONDITIONS

Work will be performed in a standard office setting within the VA hospital. Some lifting, walking, standing, and sitting will be required.

SUPERVISION

Given: May oversee additional accounting support positions.

Received: Position reports directly to the Executive Director. In the EDs absence, position reports to the Board President.

The “employee” will be evaluated annually by the “supervisor” to ensure successful accomplishment of these responsibilities and provided feedback regarding his/her performance.

If the scope of this position changes from those responsibilities indicated above, the Nonprofit administrative office will be provided with an updated position description.