Under the direction of the Accounting Manager, this position will handle program and grant reporting and entail monitoring of budget provisions and disbursements within the contract period and allocation. Perform analytical function by properly determining expenses and accruals within the contractual requirements specific to the program standards of the funding agencies. Ensure that all the documents adhere to and are within the program profile, statement of work, performance targets of the funding agencies and within the contract period.
This position is responsible for generating monthly revenue invoice revenues, financial reports, analyzing the general ledger, preparation of financial data necessary for decision making and other ad hoc reports as required by the funding agencies.
§ Essential Functions
Grant and Contract Reporting
o Analysis and monitoring of disbursements ensuring that it is within the contractual requirements and definitions of the contract
o Ensure that appropriate cost centers and general ledger accounts are used for each spending
o Monitor and ensure that all charges are properly supported and in compliance with the audit standards of the funding agency and adheres to the program activity as specified in the funding agreement
o Monitor and ensure subcontractor payments are properly supported
o Timely submission of invoices which includes DHS, DMH, LAHSA and other funding sources from City or State. (every 15th of the following month for LAHSA contracts; every 30th for all other funding agencies) Ensure accuracy in posting data entry of charges using EGMS of LAHSA (and invoicing for other funding agencies : Project 180 DMH Flex Funds, APCTC Federal Funds, APAIT DOJ/Federal Funds
Audit Requirements
o Handles audit requirements of funding agencies which includes responding to audit queries, providing supporting documentation and reconciliation of accounts against the general ledger and the invoice billings.
Financial Reporting
Prepares financial reports, funding requests (supports for the funding requests) and ensures that that cost reimbursement contracts fund balance is zero (Revenue less expenses = 0)
Preparation of journal entries relating to accruals, adjustments, month end entries and billing or invoicing entries. Ensure entries are properly recorded and adjust any miscoding's in the accounting system.
Perform budget analysis, forecasts and other ad hoc reports to assist the program in effectively utilize the fund allocated for each contract. Ad hoc reports will include but not limited to the following: payroll analysis, contract spending analysis, consolidation
Analyze and prepare accounts payable vouchers and ensure that appropriate cost centers are used for the division/funding contract.
Analyze the fund collections by providing the corresponding general ledger code and cost center. Ensures that the funds collected closes the receivable set up. Otherwise, reach out to the funding agency and accounting for the difference between the collected funds against the receivable balance. Advise the Fiscal Director for any disallowed portion.
Updates and monitoring of overhead rates for monthly recognition.
Ensures that all data files be handled with confidentiality and no information should be disclosed. Any concerns should only be addressed directly to the Fiscal Director.
Assume other tasks as may be required by the department to ensure program or division requirements are fulfilled.
Reconciliation Statements
Prepare reconciliation statements which will include but not limit to the following: Monthly Bank Reconciliation Statements, annual preparation of the SEFA/ Schedule of Expenditures of Federal Awards
Department Projects
Handled the updating of INTACCT. These should include cost center addition/suspension, general ledger accounts addition/suspension, custom report preparation ( divisional revenue and expense; private funds monitoring reports/ fund balance from prior years ), formalized templates for funding sources
Handled the implementation of the budget monitoring system , invoice monitoring, accounts payable monitoring , handling and organizing submission of audit requirements
Utilize and activate the receivable module of SAGE-INTACCT. This will shift the invoicing entries to a module based receivable and revenue entries (receivable module will function that is similar to the accounts payable module) instead of directly encoding it as a general ledger entry. This process will have specific identification of invoice amounts for each funding contracts and facilitate ease in aging and preparation of the accounts receivable statement.
§ Secondary Functions
Skill in speaking clearly and distinctly, using English to obtain and convey information to individuals at various organizational levels.
Excellent people skills, specifically customer service skills and a capacity for collaboration and interpersonal relationships
Strong organizational skills with a strong attention to detail
Ability to work with changing priorities and constant interruptions to complete assignments with the proper level of importance.
Demonstrated ability to work with diverse community and organizational groups
§ Minimum Qualifications
Bachelor’s Degree in Accountancy and/or more than 5 years of experience in financial reporting.
Working knowledge of word processing, spreadsheet and database applications, including but not limited to the most current version of Excel, Word and Outlook; ability to utilize SAGE 100 and SAGE INTACCT
knowledge of federal and local regulations. • Knowledge of fund accounting and government accounting preferred but not required
§ Supervisory Responsibilities
This job has no supervisory responsibility