Location: Dunkirk,NY, USA
FINANCE SPECIALIST
Dunkirk, NY (
Job Type
Full-time
Description
Position Data:
Title: Finance Specialist
Grade: 6 Exempt Non-ExemptX
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