Position Summary:
Reporting to the Chief Finance Officer (CFO), or designee, the Finance Manager will oversee and learn to perform daily accounting functions, payroll, grant submissions, grant billing, procurement processes, assembling monthly finance package and cashflow management related duties.
Duties and Responsibilities:
Grant Reimbursement & Maintenance Processing:
- Maintain spreadsheets pertaining to grant/program tracking and billing.
- Submits grant and program billing/invoices, including the retention of supporting documents such as receipts, statements, invoices, purchase orders as necessary for appropriate agency reviews, audits for authorized reimbursements.
- Assist in entering grant payment receivables to the appropriate program and invoice number.
- Create and enter updates to internal grant tracking spreadsheets.
- Maintain an organized file maintenance system for all Grants and program billings. Copies of contracts, billing statements, accruals, adjustments, account payables, financial statements and correspondence among other things are kept on file for quick reference.
- Ensures all necessary grant invoices are appropriate, timely and accurate with necessary backup, for all contract reimbursements.
- Monitor all receivable payments from the supporting agencies, and grantors awards.
Payroll Administration Processing:
- Assist as a backup for compiling grant related payroll data for reimbursement, such as garnishments, Paid Time Off (PTO), insurance and other deductions for grant submission and eventual reimbursement.
- Insure weekly Payroll Activity Report (PAR)’s sheets are complete, filed and tracked for proper grant submission and payroll support.
Forecasting and Budgeting:
- Assist CFO, or designee, with division allocation on monthly and annual budgets/forecasting. Both for the organizations programs annual budget and new or existing grant budgets.
Procurement Processing:
- Reviews requisition orders and communications related to program purchase requests for accuracy, authorizations, and specifications that support programs.
- Identifies vendors, contractors, suppliers, merchants, and providers using various sources such as catalogs, Internet searches, and Program Supervisor discussions.
- When required, compares prices, specifications, conditions, and delivery dates to determine the best potential supplier.
- Applies specific grant related expenses to appropriate programs and grants for reimbursement.
- Assist with US mail retrieval/drop off, and its internal distribution.
- Maintains and adheres to Procurement Procedure Policies.
Data Entry / Accounting & Report Writing:
- Assembles monthly Finance package for distribution and CEO review.
- Reviews, records and applies various expense invoices to appropriate programs and their grants.
- Prepares and processes weekly accounts payable, (check runs), associated with program expenses, as directed in Accounting A/P software.
- Assists in preparing and entering monthly payroll & accounting journal entries as assigned to specific programs and /or grants.
- Reviews and reconciles general ledger accounts monthly, as assigned.
- Responsible for assuring bank reconciliations of monthly bank statements to specific programs.
- Distributes grant program information, when necessary, to supervisors, managers and directors, of their monthly expenses, and other pertinent financial reports.
- Oversees the contribution worksheets for each grant.
- Monitors and communicates with management on grants, procurement needs and related budgets, compared to actual expenses.
- Responds to telephone and e-mail inquiries concerning payroll, grants, procurement, and program billings.
- Assists with support for any outside agency audits and site visits, as needed.
- Provide any assistance to external auditors annually for yearly financial review.
Document Management:
- Maintain and monitor daily Cashflow to insure monthly all monthly and quarterly and annual expense obligations are met.
- Tracks agreements and grant schedules.
- Maintains and monitors Contract Log, as needed.
- Updates ad hoc spreadsheets, billing, and accounting forms, as necessary or requested.
Other Duties:
- Assists CFO or designee, with general Accounting monitoring, month-end closing and assigned projects, as needed.
- Performs ad hoc analysis and other duties as assigned.
- Work with division Directors and Managers to resolve any facility issues, or transportation matters.
