FINANCE SPECIALIST at Chautauqua Opportunities Inc – Dunkirk, New York

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 $18.44/.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 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