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Finance Associate
2 weeks ago
ORGANIZATIONAL OVERVIEW
Educare DC is growing to serve over 350 children from birth to five years - and their families - through our state-of-the-art center and through community partnerships. Building on the program foundations of Early Head Start and Head Start and accredited by NAEYC (National Association for the Education of Young Children), Educare DC promotes school readiness by implementing effective programming aimed at preventing the development of an achievement gap in the early years. Educare DC is part of the 23-school Educare Learning Network that serves as a platform for broader change, inspiring high-quality programs in communities, improving public policies within each state, and demonstrating a comprehensive, research-based approach to the first five years of life and learning. Educare draws on a blend of private and public dollars, including childcare, Early Head Start, Pre-K, and other state and federal funding streams.
POSITION OVERVIEW
The Finance Associate will assist in managing financial and procurement functions in the Finance Department. These functions include accounts payable (AP), accounts receivable (AR) and procurement/budget management. This is a full-time position and will report directly to the Fiscal Manager.
RESPONSIBILITIES
Accounts Payable
• Record all vendor invoices in the accounting system in a timely manner.
• Review all invoices for coding accuracy and appropriateness
• Communicate errors or needed changes with all vendors
• Scan invoices into financial management system (Bill.Com), assign proper funding code and set up approval route
• Monitor financial management system (Bill.Com) to ensure all invoices are paid in a timely fashion; follow-up with appropriate approval signatures.
• Review vendor statements and answer any vendor inquiries
• Maintain W-9 documentation for independent contractors
• Review employee credit card activity, reconcile to monthly statements, and record activity into accounting system
Accounts Receivable
• Record all deposits (checks) into the accounting system accurately and in a timely manner, and file copies of receipts.
• Coordinate with Accounting to draw down accurate grant reimbursement funds.
• Ensure Accounts Receivable report is updated and manage collection of aging items.
Budget/Grant Management
• Assist with the annual budget preparation process
• Assist in grants administration i.e. the preparation of grant reports or reimbursement requests for grant awards
• Prepare budget versus actual financial reports for grants as needed.
Audit Support
• Assist with vendor and cash receipts files and supporting documentation during annual financial statement audits
• Assist with the annual audit process
Office Management
• Manage all yearly subscriptions for the organization
• Assist staff on procurements and ensure the procurement process is in compliance with organizational and donor policies and procedures - i.e ordering office supplies, educational supplies etc.
Other
• Performs other relevant duties as assigned within the scope of the position.
EDUCATION AND EXPERIENCE REQUIREMENTS
• Bachelor's degree in business administration, accounting, Finance or related field with 1 - 2 years of experience or an associate degree with 3 - 4 years of experience.
• Ability to document, monitor and track information, and develop reports
• Must have good computation skills
• Experience working with Bill.com, intacct or similar accounting software
• Must have experience with office equipment and ability to manually operate and use a computer
• Demonstrated proficiency in Microsoft Excel
• Ability to work effectively as part of a small office team
• Detail-oriented, with excellent organizational skills
• Keen analytical and problem-solving skills
• Desired - knowledge of nonprofit expense tracking and payment processing and, with training, an awareness of how these practices affect variance analysis and budgeting.
ADDITIONAL JOB REQUIREMENTS
• Clearance of background checks as required by local, state and federal regulations.
• Physical examination and diagnostic tests as required by local, state and federal regulations.
• Annual physical exam, drug screen, COVID 19 vaccination and TB test are required as a condition of continual employment.
ESSENTIAL JOB FUNCTIONS
• Finger dexterity sufficient for typing, filing, handling records, and other office equipment
• Ability to talk, hear, sit, stand, walk; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, or crawl
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus
• Ability to clearly hear and understand telephone conversations
• Must be able to lift up to 20 lbs.
• Job requires viewing a computer screen approximately 90% of the time
• Position eligible for hybrid work
