MULTI-SERVICE CENTER JOB DESCRIPTION

Transcription

1 MULTI-SERVICE CENTER JOB DESCRIPTION Job Title: Finance Manager Reports To: CEO Department: Finance Classification: 1.0 FTE FLSA Status: EXEMPT SUMMARY OF POSITION: The Finance Manager is responsible for financial and fiscal management aspects of the agency operations. The Finance Manager provides leadership and coordination in the administrative, planning, accounting and budgeting efforts of the agency to ensure all financial regulations are met. The Finance Manager maintains a financial system that is established on GAAP (Generally Accepted Accounting Principles). LOCATION: Multi-Service Center 1200 S. 33th Street Federal Way, WA KEY DUTIES & RESPONSIBILITIES: Ability to dialogue with CEO, management team, and department staff in a candid, learning organization manner. Proficient working with an intermediate level computerized accounting software package. Intermediate to advanced user of Excel. Working knowledge of GAAP and managerial reporting principles. Ensures that the established accounting procedures are followed in all of their areas of responsibility and interface. Able to recognize the need for improved accounting procedures; able to brainstorm new procedures with CEO. Consistently meets deadlines; helps colleagues with whom he/she interfaces; do the same with timely approvals and shared information. Adheres to the highest level of work ethics and excellence. Works closely with the CEO with respect to all aspects of the agency s financial situation. Performs as a member of the Management Team. Serves as staff support to the Board s Finance Committee and provides current monthly financial reports and narrative regarding the state of the agency. Keeps up to date on tax laws, accounting standards, personnel laws, etc. as they relate to the agency s personnel and financial system. Assists in contract negotiations, reviews and recommends approval to CEO. Assures the agency is in compliance with all grant requirements and acts as a fiscal liaison for the agency with grantors. Provides fiscal reports as required by grantors. Assures that all agency insurance policies are current and in discussion with the CEO, establishes acceptable coverage limits. Management of Internal Control policy, procedure, and practices. Serves as primary liaison to Funders and MSC s CPA auditors; answers questions regarding our accounting process; provides documentation and data as reasonably requested.

2 DEPARTMENT MANAGEMENT RESPONSIBILITIES: Management of accounting functions, policies, and practices within the Finance Department. Supervision of Finance Department personnel and other staff as necessary. Provide leadership and support to finance staff to assist employee with their performance and professional development. Ensures the finance team delivers the highest standard of reports, payments, and customer service to internal and external end users. Assists Finance staff in understanding the accounting process as a whole and in other ways helps them grow professionally; helps staff excel in their areas of responsibility. Serves as one of the resident MIP user experts; helps ensure integrity of cost accounting system database; troubleshoots all system modules problems; administrator of user security access. Coordinates documentation of Finance procedures needed to avoid and correct recurring problems. Oversees retention of financial documents including but not limited to bank records, vendor agreements, credit card accounts, license & permits, etc. Serves as a change agent in implementing new accounting procedures and processes. Cross trains in other accounting functions as assigned to fill-in during vacations and illnesses. FINANCIAL REPORTING RESPONSIBILITIES: Responsible for the integrity of the computerized non-profit financial accounting system. Administration of General Ledger account structure for budget control, billing, and reports. Administration of month/year end close process including preparation of allocation schedules, adjusting journal entries, and retention of supporting documentation in accordance with A-133 requirements. Reconciles all Balance Sheet accounts each month with supporting documentation. Prepares financial statements for distribution to program managers as well additional information, discussion, and guidance as needed. Prepares financial statements and monthly report package for the Finance Committee including narrative on financial performance. Prepares financial analysis and develops financial projections for discussion with CEO as requested Assures that all revenues are expensed according to source restrictions, A-133, and GAAP. Coordination of the annual A-133 Single Audit and primary liaison for the auditor. BUDGET RESPONSIBILITIES: Preparation and implementation of agency fiscal budget with CEO. Coordinate and assist Program Directors in the preparation and implementation of annual program budgets. Monitor agency performance to budget and report significant discrepancies to CEO. CASH MANAGEMENT RESPONSIBILITIES: Monitors the cash flow of the agency including providing the weekly General Book Balance Report and the monthly Cash Balance Report to the CEO. Manages ongoing banking relationships for maximum efficiency. Prepares cash flow forecasting analysis and reports upon request of CEO. Coordinates coding and input of Cash Receipts for bank accounts managed by MSC.

3 Prepares authorization of AP Selection for Vendor Payments based upon cash availability. Execute online bank transfers after receiving authorization from CEO. Management of online banking accounts. Monitors Aged Accounts Receivable; initiates follow-up collection calls as necessary based on typical payment cycles for each funding entity. Primary check signer. Responsible to address any bank transaction anomalies such as unknown deposits/withdrawals, rejected ACH transactions, NSF checks, etc. ACCOUNTING FUNCTIONS RESPONSIBILITIES: Manages with day-to-day activities required to keep the accounting functions moving along smoothly and on schedule. Monitors adherence to established accounting and internal control procedures. Contract Administration o Assures that agency meets billing requirements of all contracts. o Knowledge of terms and conditions of each funding contract; maintains Funder Database of contract. o Maintains billing files with all billing documentation in accordance with accounting procedures, Funder requirements, and reasonable Program Director requests. o Serves as liaison to Funders regarding billing issues as delegated and directed by Program Directors. Accounts Payable o Reviews Accounts Payable coding before entry for consistency with Operating Budget and Funder contract requirements, as well as an element of internal controls. o Monitor aged accounts payable to ensure timely payments are made according to vendor agreements and funder contracts. Payroll o Review preliminary payroll processing details prior to submittal to ensure accuracy and uphold inter controls. o Executes direct deposit ACH transfer through online banking. PROPERTY OVERSIGHT RESPONSIBILITIES Assist CEO with review of budgets, financial statements, and audits for individual properties. Assist CEO with financial aspects of property development projects as needed. LTCOP SUBGRANTEE OVERSIGHT RESPONSIBILITIES Fiscal Monitoring of Long Term Care Ombudsman SubGrantees Monitor Contract Spending of Long Term Care Ombudsman SubGrantees Other duties as assigned. LEVEL OF SUPERVISION: Supervision and evaluation of all Accounting and Finance staff. EXPERIENCE REQUIRED: KAB 5/2/13

4 Five to seven years or more of professional accounting services, one of which should have been with a non-profit organization. Minimum of two years in a supervisory capacity. Must have experience in fund accounting or job costing, and is familiar with reimbursable billings and documentation. Experience in preparing documented financial statement, as well as producing and explaining management reports. Ability to work in a collaborative team environment interested in continually pursuing best practices and developing the Finance Group as a learning organization. Must have the highest level of work ethics sets an example in all areas of the job. Works effectively and is well organized continually seeks to improve the way he/she does things. Attitude of providing excellent customer service for external and internal parties uses a consultative style in dealing with Program Directors and Agency staff; able to teach Finance Group colleagues how all the pieces of the accounting process fit together. EDUCATION/LICENSES/CERTIFICATION/FORMAL TRAINING: A Bachelor s degree in Accounting or Finance required. ESSENTIAL ABILITIES: Read, write and understand the English language Excellent communication and organizational skills. Ability to work independently, accurately and efficiently, with an eye for detail Excellent phone manners and customer service skills Possess a valid Washington State Driver License and auto insurance PHYSICAL REQUIREMENTS: These physical requirements are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to ensure people with disabilities to perform the described essential functions. Lifting up to 25 lbs. without assistance. Highly mobile position involving frequent driving, regular walking and standing. Walking, standing, and sitting frequently Stretching/Reaching, Hand/Finger dexterity, Stooping (bend at waist) frequently Mobility and ability to sit in front of a computer screen for long periods of time WORKING ENVIRONMENT Work performed indoors in a climate controlled environment. Travel to MSC offices and program meetings throughout south King County, the city of Seattle, and the State or Nationally as appropriate. Multi-Service Center does not tolerate discrimination of any type, and offers equal employment opportunity to all qualified persons without regard to race, color, religion, sex, national origin, age, disability or medical condition, sexual orientation, marital status, veteran status or any other considerations made unlawful by Federal, State or local laws. Multi-Service Center is an at-will employer.

5 If you are interested in applying for this job opportunity please send a cover letter with salary range expectations and your resume to: jobs@multi-servicecenter.com KAB 5/2/13