Senior Restricted Funding Receivables Analyst

Salary Range:$53,000.00 To $62,000.00 Annually

Position Overview:

Senior Restricted Funding Receivables Analyst will be an integral member of the Financial Planning & Analysis Team. Primary responsibilities for this role with be to manage the entirety of PHS’s Restricted Funding Accounts Receivable process including preparing complete and accurate invoices for all externally funded restricted projects, tracking and monitoring restricted funding accounts receivable balances to provide internal reporting on outstanding receivables, and investigating reasons for delinquencies by contacting clients with past due accounts. Complementing responsibilities include the tracking and posting of project expenses and preparing and posting journal entries, supporting year-end audit requests for supporting information and reconciling items associated with restricted funding receivables. Additional responsibilities include monitoring restricted funding spending, reconciling internal expense tracker workbooks and preparing external financial reporting to funding agencies.

The ideal candidate has a minimum of five years receivables experience, very strong organizational skills and excellent communication skills. This individual must be able to plan for and meet both external and internal deadlines and understand accounting principles, with a strong desire and aptitude to work with financial and administrative details. With adequate training, this position will need to work relatively independently on daily tasks.

Primary Responsibilities:

• Prepare and submit detailed monthly and quarterly invoices that meet external project funder requirements. Invoicing requirements can vary from funder to funder and adherence to these requirements is critical to ensuring a shorter receivables period.
• Manage restricted funding project receivables. Enter invoice amounts, track payments and monitor payments due. Responsible for reaching out to funder if aging > 60 days.
• Prepare quarterly receivables report for Finance VP and FP&A Manager.
• Prepare financial information for funder reporting.
• Prepare monthend journal entries to post and correct project-level expenses.
• Setup, maintain and reconcile project team’s excel budget tracking workbooks used for tracking restricted funding expenses. This includes reconciliation to PHS’s accounting software to ensure accurate available balance information is used when teams make spending decisions.
• Prepare, review and distribute monthly financial reports for all active projects with restricted funding. Reports include MSD Budget vs. Actual and Detail monthly project materials expense reports.
• Assist FP&A Manager with post-award financial monitoring of restricted funding to ensure spending is to plan, meeting with project directors monthly to review available funds, researching open questions and financial issues, and coordinating effort to meet grant agency reporting deadlines.
• Maintain PHS project central funding documentation as well as other critical data sources used by the Finance Team.
• For new and amended restricted award agreements, facilitate internal contract approval process. Requires reading agreements and award letters, notifying management of concerns and issues, obtaining signature(s) and submitting to funding agency or internal PHS contact for forwarding to sponsor. Takes responsibility for ensuring PHS is compliant with funding agency terms and conditions.
• Support annual year-end financial and single audit process.

Qualifications/Specifications:

• Minimum degree required: BS in Accounting or a financial Business Administration degree.
• Years of experience: Three to five years of experience working in accounting. Invoicing and receivables experience preferred. Experience working for a Non-Profit organization is preferred.
• Licenses/Certifications: Not applicable
• Knowledges, Skills, Abilities required for success:
• Strong aptitude for financial tasks and highly developed skills working with financial details.
• Strong administrative abilities with attention to detail.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Aptitude for critical thinking and process-oriented with the ability to determine when a financial matter requires analysis and accuracy of their own work.
• Takes initiative and is a self-starter in ensuring work is complete, open issues addressed and deadlines are met.
• High competency in Microsoft Excel with the abilities to develop and use pivot tables and lookup functions in setting up and maintaining critical financial documents a plus.
• High competency in Adobe Acrobat.
• Aptitude for using Word.
• Aptitude for learning new processes.
• Flexibility and adaptability.
• Familiarity working in at least one financial system, experience with Microsoft Dynamics a plus.
• Experience with invoicing and expense reconciliation are a plus.
• Willingness to work as part of a team.
• Ability to maintain confidentiality with sensitive information.
• Ability to learn and utilize multiple PHS systems and processes in order to perform role.
• Strong verbal and written communication skills.

Physical Demands:

• Must be able to sit at a desk and look at a computer screen for up to 8 hours per day.
• Must be able to lift up to 15 lbs. occasionally.
• Requires writing, standing, sitting, walking, repetitive motions, typing, and visual acuity.
• Requires ability to both provide and receive communication effectively with staff members and project sponsors through spreadsheets, talking, listening and written communication.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, filing cabinets, photocopiers, dolly and other office equipment as needed.

Standard Hours (including travel, evening, and weekend hours):

• PHS’s standard office hours are 9 AM to 5 PM at team member’s designated workspace. Some teams and positions work alternate hours because of the nature of their role at PHS. Your Business Unit’s Working Norms document will identify alternative hours, if applicable.

Flower Show requirements:

• Must be able to sit at a desk and look at a computer screen for up to 8 hours per day.
• Excellent customer service skills must be maintained at all times to ensure the optimal attendee, PHS member, and volunteer experience.
• Both in person and telephone interpersonal skills are necessary in order to provide information and assistance to attendees, PHS members, Flower Show volunteers and staff.
• Willingness to be flexible about work assignments and scheduled hours. This position will likely work in the Flower Show finance office or the back office providing administrative and customer service support. If there is a need, this position may be asked to work directly with the public or assist with Flower Show setup or breakdown.

EEO NOTICE:

At PHS, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws.