FINANCE SPECIALIST- Full-time

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 $18.81 /hourly

Security Clearance

N/A

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 prints required documentation
• Monitors the electronic purchase order log for possible closeout of purchase orders
• Prepares Agency’s A/P vouchers for payment and processes A/P check runs
• Processes 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)
• Reconciles payments with Customer Statements when received
• Uploads check runs to KTT for Next Day Positive Pay (fraud prevention)
• Prepares checks for mailing/processing
• Monitors daily for exceptions on Key Total Treasury
• Tracks all company vehicles for registrations, insurance, lease updates
• Tracks NSF checks
• Maintains Contract MOU/MOA files and processes them to Funders, Division Directors
• Collects payments at MYAB for rent, Childcare, CODI Loans – daily, as needed
• Maintains postage funds in Quadient
• Maintains Journal Entry Binders in orderly fashion for ADJ/Voids/Check Runs
• Prepares Sign In/Out sheets for building and non‑building staff at MYAB
• Prepares and presents the Annual Workers’ Comp Audit
• Maintains Cash Journals for COI Clearing Account
• Prepares monthly billings for Tech and Operating charges
• Prepares A/P Travel reimbursements to be entered and documents scanned into AccuFund so A/P checks can be generated
• Posts receipts by contract to AccuFund including the scanning of the cash receipt backup
• Reconciles payments with claims and corrects any errors resulting in reduction or denial of payment
• Prepares deposits as needed
• Maintains positive relations with Vendors, Staff and Banks
• Reconciles cash receipts with A/R on AccuFund and in folders
• Follows up on late payment to funding sources
• Maintains A/R folders by contract
• Processes charges for Postage @ MYAB building and assists other building clerks
• Assists with annual and program audits
• Maintains cash receipt log
• Reconciles cash receipt log with deposits
• Prepares ACH (Direct Deposit) payments for CACFP providers into Key Total Treasury (KTT)
• Prepares, prints and mails 1099s to required vendors and reports to the IRS by deadlines
• Job performance incorporates integrated service delivery model while promoting self‑sufficiency
• Reconciles Direct Deposits to A/R on file
• Maintains and updates 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

Internal: CFO, Program Accountants, Program Coordinators & Managers, Payroll and HR Staff

External: NYS and Chautauqua County Funding Sources, Vendors and various other Funding Sources, Key Total Treasury

Supervisory Scope

• Number of staff supervised: None
• 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

• Associate’s 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