FINANCIAL COORDINATOR / GRANT SPECIALIST in York, Pennsylvania at County of York

The Financial Coordinator/Grant Specialist is responsible for overseeing the day-to-day financial and grant activities of the Conservation District. He/she is responsible for maintaining the financial accounts and supporting records for the District, and handling the financial transactions of the District, including but not limited to accounts payables, receivables, and banking deposits. He/she will be the point person in the maintenance of grant files for the department once awarded, involving tracking fund allocations, recording deposits, and ensuring prompt payments. This position will work closely with the District Manager, Assistant Manager and the rest of the Operations Team. He/she will serve as the Recording Secretary for the monthly District Board of Directors’ meeting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain the financial accounts & supporting records for the District. Handle the financial transactions of the District, including but not limited to: accounts payables/receivables, banking deposits, and donations, using the District’s accounting software
• Serve as point person for all post-award, active grants including but not limited to: maintain signed grant file folders and related paperwork, initiate and complete quarterly reports according to grant guidelines, maintain quarterly reimbursement spreadsheets, and track deposits from various grant funding sources.
• Become fully trained in the usage of the reporting systems such as but not limited to Practice Keeper, Tyler Munis financial system, PSU’s Center for Dirt and Gravel Roads GIS financial system, and ACAP financial system.
• Prepare and coordinate financial records for annual audit.
• Prepare required state sales tax forms and related documents in a timely manner.
• Process prompt payment of grant fund allocations including cost share and reimbursement payments.
• Print & mail 1099s for all eligible vendors.
• Assist with budget preparation upon request.
• Work closely with the District Manager and Assistant Manager in confidence.
• Provide grant/financial support to the Watershed Department’s and Education and Communications Coordinator’s programs.
• Assist with the District’s annual programs: Envirothon, Clay Shoot, Annual Awards Picnic, Tree Sale, and other special projects of the District.
• Be willing to assist in program development and refinement upon request.
• Serve as the Recording Secretary at the District Board meetings, distribute and post Board meeting agendas and minutes.
• Serve on various committees and process minutes of committee meetings as assigned.
• Assist Assistant District Manager with maintaining the YCCD Policy Manual, Director’s Manual, and York County Policy Manual.
• Serve as the time and attendance keeper for District employees.
• File and maintain records of assigned programs. Assemble files for archive storage.
• Become familiar with the District’s website and make adjustments as needed under guidance from the Education Coordinator.
• Coordinate travel arrangements and process reimbursements for District staff and directors.
• Track District vehicle inspections and mileage and submit quarterly reports to the County Fleet Department.
• Maintain office supplies and replenish/order as needed.
• Works beyond normal working hours and on weekends when necessary.
• Maintain various petty cash accounts.
• Other reasonable duties as assigned by supervisor.

ESSENTIAL REQUIREMENTS

EDUCATION and EXPERIENCE

• Bachelor of Arts or Science or Associate's degree in Business Management or related field.
• 5 years of related experience preferred.
• Proficient level of clerical, reception, and administrative office experience.
• Must be proficient in Microsoft Office Suite, Outlook, Word, Excel, Access, PowerPoint, and QuickBooks.

LICENSE and SKILLS

• Must possess PA driver’s license and a clean driving record.
• Must be able to communicate effectively verbally and in writing with a high attention to detail and accuracy.
• Bookkeeping knowledge including administration of accounts payable and receivable and basic accounting auditing is required.
• This is a moderately stressful position dealing with multiple tasks, deadlines, grants, program requirements, budgets, and personnel.
• Must have knowledge of how to maintain time and attendance information for district employees.
• Ability to traverse difficult terrain in adverse weather conditions and demonstrate emotional stability.
• Must be at a minimum of 21 years of age.