Reports to: DIRECTOR, FINANCE AND ADMINISTRATIVE SERVICES
Type of Position: Regular Full-Time
Starting Salary Range: $4,803 – 5,200/mo.
Full Salary Range: $4,803 – 6,388/mo.
JOB SUMMARY:
The Administrative Services Coordinator is responsible for coordinating the day-to-day activities within the finance and administration department. Major duties include reviewing and approving accounting and bookkeeping functions such as accounts payable, accounts receivable, grants and contracts, and general ledger transactions. Prepares reports and materials for audits, financial monitoring, and a variety of financial documents. Tracks program budgets, prepares budget and performance reports and implements budget controls. Creates and updates financial policies and procedures. Also reviews and approves payrolls and quarterly payroll tax submissions and reconciliations. Oversees the human resource functions of the organization including creating and updating policies and procedures, assisting in recruitments, hiring and personnel performance plans. Coordinates general administration activities such as facilities and risk management. Works closely with the Director of Finance and Administrative Services to ensure the fiscal integrity of the organization and implement improvements in systems.
JOB FUNCTIONS:
1. Reviews and approves A/P, A/R and JV entries and documents to ensure accuracy, propriety, proper account coding, adequate explanations, and other applicable information in accordance with federal and state regulations. Reconciles accounts and adjusts irregularities.
2. Tracks and analyzes individual grant budgets, prepares or reviews A-19 billings and maintains reconciliations with grantor records.
3. Maintains program budgets, provides budget to actual reports, analyzes for trends and identifies issues. Works with program staff to maintain budget controls.
4. Analyzes contract budgets for accuracy and alignment with contract deliverables.
5. Coordinates the financial monitoring of programs and contracts.
6. Reviews monthly cost allocations in accordance with cost allocation plan; helps prepare annual cost allocation plan and indirect cost rates.
7. Prepares financial statements and reports as assigned by the Director of Finance & Administrative Services.
8. Tracks miscellaneous contracts, leases and sub agreements for facilities and risk management.
9. Reviews and approves staff payroll, ensures accuracy and completeness of hours, allocations, wages and benefits. Reviews and approves participant payroll and ensures compliance with required reporting.
10. Processes and reports annual 1099’s.
11. Monitors cash and investment balances for PacMtn within established guidelines. Processes or reviews monthly bank reconciliations.
12. Oversees processes for recruitment, hiring, and performance reviews.
13. Develops recommendations for procedural or policy changes in the accounting, payroll, inventory management and human resources administrative systems or procedures.
14. Prepares and presents training sessions for other PacMtn staff in preparing documentation or performing specific bookkeeping, payroll and human resource functions.
15. Undertakes independent projects requiring extensive research, interpretation, or auditing of statistical data.as assigned and prepares various schedules and reports for financial statements requiring the knowledge of governmental accounting principles.
16. Assists in testing computer accounting programs and making recommendations for implementation and use.
17. Supervises other staff in fiscal department as assigned by the Director of Finance and Administrative Services.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
1. Generous knowledge and experience in full charge bookkeeping, accounts payable, accounts receivable and payroll processes.
2. Extensive experience and understanding of non-profit/governmental accounting.
3. Experience working with federal grants and producing grant reports.
4. Ability to maintain processes according to federal and state regulations.
5. Understanding of GAAP, GASB and other applicable accounting standards relating to grants management.
6. Experience with accounting software programs, preferably Abila MIP.
7. Experience analyzing and reconciling accounts and maintaining general ledgers.
8. Ability to produce various financial reports from interpreting and analyzing data.
9. Knowledge and ability to understand, interpret, and produce financial statements.
10. Ability to understand budgets, prepare budget reports and analyze expenditures.
11. Experience or understanding of auditing programs and records.
12. Experience in federal and state tax reporting and year end reports.
13. Experience with basic human resource functions.
14. Proven experience with Microsoft Excel, Word and Outlook.
15. Attention to detail and accuracy.
16. Proven organizational and multitasking skills
17. Ability to problem solve and analyze information
18. Excellent customer service skills
19. Able to maintain high levels of confidentiality
20. Good verbal and written communication skills.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
The work is performed in an office environment. Minimal bending, stooping, kneeling or lifting involved. Minimal travel required.
MINIMUM REQUIREMENTS:
Must have at least 5 years of experience in fiscal and human resources. Preferably working in non-profit. Must have thorough understanding of accounting and human resources practices and be able to maintain compliance in all areas.