Accounting Coordinator

SUMMARY OF PRIMARY FUNCTION The Accounting Coordinator is responsible for assisting the Fiscal department in creating accurate and timely financial records for the organization. Manages Accounts Receivable, Assists with the processing of Accounts Payable and Payroll as well as provides general backup and support to the Fiscal Department. Responsibilities include oversight of contracts, housing and asset management. Helps recruit potential parents by providing information to them about the various program services and benefits offered to enrolled children and families.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Accounting System

Manage all journals of original entry. Maintains appropriate files of original documentation. Enters in journal any corrections of posting errors, distribution of allocated costs and changes. Creates and performs allocations of costs for cost pools assigned. Adds, deletes, and make changes to accounts and funds, when directed to by the Fiscal Director. Enters program budgets. Assists in year-end audit preparation.

Deposits

Processes daily deposits. Orders cash draws from the Department of Treasury. Keeps Fiscal Director informed of agency cash needs.

Cash Management and Accounts Receivable

Processes daily deposits. Administer and maintains accounts receivables and codes deposits to grants as appropriate. Implements and maintains all processes and systems for agency credit receipt transactions. Manages and audits Transit systems bank accounts receipts. Performs monthly audits of agency petty cash boxes determining any fraud related issues. Coordinates the reporting to state unclaimed property system. Review all uncashed Accounts Payable checks and ensures letters are sent to vendors. Ensure all contract documents are in place and accurate prior to paying bills.

Personnel/Payroll

Verifies social security numbers for all new employees using the Business Services Online website to minimize W-2 errors and avoid potential fees associated with errors. Verifies and approves employee tax form submissions Creates and submits new hire reporting information (to various states) to maintain compliance with child support laws. Maintains accurate direct deposit accounts; resolves issues with the bank.

Accounts Payable

Set up new vendors in accounting system. Develop allocations of companywide phone billings. Coordinates bills for the treasurer to review. Maintains effective billing filing systems. Maintains vendor files in Abila system; ensures W-9 and Certificate of Insurance is on file for the Worker’s Compensation auditor and follows grant requirements for contract agreements. Maintains accurate EFT accounts; resolves issues with the bank.

Accounts Payable Processing, backup as needed

Processes and prints reports and checks as requested. Processes checks with invoice and forwards them for authorization; distributes checks when requested. Answers questions relating to accounts payable and receivable bills. Distributes appropriate mail and correspondence to correct department for approval and coding. Researches past due and outstanding invoices from vendors.

Contracts

Reviews contracts ensuring compliance with federal, state and local regulations. Evaluating the need for vendor COI and garnering required documentation from contractors. Administers Davis-Bacon regulations and compliance when required by federal statutes or funding requirements. Coordinating appropriate documentation of prevailing wages. Collaborating with staff to ensure contracts are completed, appropriate, necessary and follow federal, state, local and agency guidelines.

Housing

Matches the MURL applications received with household files on hand (if not new). Ensures applications received are complete and signed by the client.  Completes a Lack of Information form if information is missing and returns to the client for completion. Processes complete applications by completing the eligibility worksheet, verifying income eligibility; calculates the total. Oversees the marketing and sale of MURL housing. Monitors MURL payments via spreadsheet tracking system; contacts homeowners regarding late payments. Conducts MURL follow up housing inspections, i.e.: for cleanliness, major damage areas, etc. as needed. Collaborates with contractors; verifying and comparing company bids. Notifies vendors of awarded bids, matches and verifies invoices, requests payments as appropriate. Assures household rent/mortgage payments are paid on time. Manages the payment of MURL property taxes and insurance. Produces reports to show outstanding balances. Confidently and accurately works with financial processes such as loan amortization schedules. Informs the Fiscal Director of any problems in obtaining necessary information relative to the MURL program.

Asset Management

Coordinates with the Senior Accountant the distribution and collection of agency bi-annual asset inventory data evaluation. Liaise with custodial vendor and ensure services are performed. Liaise with AO landlord related to issues concerning the building. Point of contact for all areas related to the AO building (i.e. repairs, maintenance, cleaning)

Fiscal Proofing

Verifies accounts payable, payroll, system updates, purchase orders and other items as directed.

MINIMUM REQUIREMENTS

Associates degree or three years of experience working in a position with bookkeeping, accounts payable and payroll responsibilities. Five years of experience working with Microsoft Word, Excel, and Outlook. Experience working in a capacity, professional or personal, that requires the ability to multi-task, prioritize, and adapt well to change. Excellent written and verbal communication skills. Ability to problem solve and work collaboratively with others. Strong organizational skills.