Financial Operations Specialist

POSITION SUMMARY:

The Financial Operations Specialist will be trained across various financial roles within the organization. Responsibilities may include tasks related to Financial Reporting, Accounts Payable, Accounts Receivable, Payroll, and Procurement.

KEY RESPONSIBILITIES:

Accounts Payable:

1. Facilitates payments and manages expenses by receiving, processing, verifying, and reconciling invoices.
2. Ensures accuracy of processed work by verifying entries and comparing system reports to account balances.
3. Allocates expenses to accounts and cost centers by analyzing invoice and expense reports; records entries accordingly.
4. Handles vendor payments by monitoring discount opportunities, verifying identification numbers, scheduling and preparing checks, and resolving discrepancies related to purchase orders, contracts, invoices, or payments.
5. Ensures credit is received for outstanding memos.
6. Issues stop-payments or amendments to purchase orders as necessary.
7. Processes employee payments by verifying expense reports and requests for advances; prepares checks.
8. Maintains accounting ledgers by verifying and posting transactions.
9. Confirms vendor accounts by reconciling monthly statements and related transactions.
10. Maintains organized records by scanning and filing documents.
11. Disburses petty cash by recording entries and verifying documentation.
12. Ensures vendors possess tax exemption documentation to avoid sales tax charges.
13. Monitors usage on shared photocopier equipment.
14. Records postage meter readings.
15. Enters customer payment information into vendor databases.

Payroll:

1. Conducts all activities necessary for timely biweekly payroll processing.
2. Maintains accurate payroll records and employee files in collaboration with HR, including payroll account reconciliations.
3. Completes and submits Unemployment Reports, Wage Verifications, Garnishments, and Levies.
4. Performs additional related activities and generates ad hoc reports as required to ensure program success.
5. Collaborates closely with Human Resources to ensure accurate benefit deductions and record-keeping.
6. Prepares various payroll and management reports along with journal entries.
7. Addresses employee inquiries and requests regarding payroll matters.

Procurement:

1. In collaboration with relevant staff, prepares all requests for proposals and invitations to bid; assists in evaluating responses and making recommendations to senior management.
2. Verifies purchase requisitions by comparing requested items to a master list; clarifies any unclear items and recommends alternatives.
3. Establishes relationships with vendors to ensure fiscal responsibility in expenditures.
4. Coordinates the forwarding of available inventory items by verifying stock and scheduling delivery.
5. Prepares purchase orders by verifying specifications and pricing; obtains recommendations from suppliers for substitute items and secures approval from the requisitioning department.
6. Obtains purchased items by forwarding orders to suppliers and monitoring order status.
7. Confirms receipt of items by comparing received items to those ordered; resolves any discrepancies with suppliers.
8. Authorizes payments for purchases by forwarding receiving documentation.
9. Keeps information organized by sorting and filing documents.
10. Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends.
11. Processes education benefits such as tuition reimbursements.
12. Arranges travel accommodations for staff, including hotels, flights, and rentals.
13. Maintains organized records by scanning and filing documents.

Accounts Receivable:

1. Prepares monthly invoices for all program areas.
2. Records payments by processing cash, checks, and credit card transactions.
3. Posts revenues by verifying and entering transactions from lock boxes and local deposits.
4. Updates receivables by totaling unpaid invoices.
5. Maintains organized records by scanning and filing invoices, debits, and credits.
6. Verifies account discrepancies by obtaining and investigating relevant information.
7. Resolves valid deductions by entering adjusting entries.
8. Addresses invalid deductions by following established procedures.
9. Manages collections by examining payment plans and histories; coordinates contact with funding sources.
10. Summarizes receivables by maintaining invoice accounts; coordinates monthly transfers to accounts receivable accounts; verifies totals; prepares reports.
11. Administers relevant financial portals.

Finance and Reporting:

1. Codes invoices for accurate processing; manages invoices for payment.
2. Reconciles balance sheet accounts; prepares necessary adjustments.
3. Collaborates with senior management to periodically review and update fiscal policies.
4. In consultation with relevant staff, prepares all requests for proposals and invitations to bid; assists in evaluating responses and making recommendations.
5. Assists in maintaining departmental financial systems; prepares journal entries and adjusts the general ledger as needed.
6. Maintains accurate accounts payable records.
7. Interprets and prepares various financial reports for internal and external stakeholders.
8. Manages financial contract work as assigned by senior leadership.

ADDITIONAL REQUIREMENTS:

1. Performs other duties as assigned.

QUALIFICATIONS:

Experience and Skills:

• 2-3 years of accounting experience required.
• Experience in non-profit fund accounting preferred.
• Experience in payroll processing for over 100 employees preferred.
• Knowledge of accounts payable and receivable processes.
• Experience in data management.
• Understanding of funding source regulations and grant application requirements.
• Familiarity with lending and finance principles.
• Proficient in using various office machinery and equipment.

Skills:

• Strong accounting skills.
• Critical thinking and analytical skills.
• Administrative proficiency.
• Exceptional customer service skills.
• Organizational capabilities.
• Effective listening and communication skills.
• Detail-oriented with excellent recordkeeping abilities.
• Ability to calculate rates, ratios, percentages, and proportions with a basic understanding of statistics, algebra, and geometry.
• Proficient in Microsoft Office applications and relevant software.
• Adaptable to change and able to prioritize tasks effectively.
• Ability to work independently and manage frequent disruptions.

EDUCATION:

• Associate's degree in accounting or a related field, or equivalent combination of education and experience.

OTHER REQUIREMENTS:

• Must pass required background checks.
• Must have reliable transportation.

GENERAL EXPECTATIONS:

1. Promotes the Agency's Mission, Vision, and Goals.
2. Maintains confidentiality regarding sensitive information.
3. Follows safety policies and procedures with a focus on safety in all job duties.
4. Exhibits a positive and professional attitude in all interactions.
5. Demonstrates teamwork through effective communication and collaboration.
6. Arrives punctually for scheduled work and uses time efficiently.
7. Completes work accurately and in a timely manner.
8. Participates in training and meetings as necessary.
9. Exhibits professionalism and integrity in all actions.
10. Represents the Agency positively in the community.

PHYSICAL REQUIREMENTS:

The physical requirements outlined here are representative of those necessary to perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.

While performing the duties of this job, the employee is regularly required to use hands for various tasks, reach with hands or arms, and communicate verbally. The employee frequently stands and walks, and occasionally lifts up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those encountered while performing the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.

Work is primarily conducted in an office setting with a quiet to moderate noise level. Occasional local and long-distance travel may be required, sometimes in adverse weather conditions.

** All requirements and skills are considered essential unless otherwise indicated. **

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions either unaided or with the assistance of reasonable accommodations as determined by management on a case-by-case basis.

This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the organization and requirements of the job evolve.