Accounting Administrator


Position: Accounting Administrator

Posted Date: 10/19/17

Close Date: Until Filled

The Southwest Center for Health Innovation (CHI) is seeking an Accounting Administrator to perform financial management functions of CHI and organizations under contract with CHI. Major functions include: general ledger data entry, accounts receivable, preparation of federal drawdown requests, preparation of financial statements and grant tracking, data input and management. Serves as liaison between CHI funded grants and contracts staff and the CHI Finance Department.  Assists with deposits, collections, accounts payable, payroll and financial accounting system data input, and with office clerical support.

A Bachelor’s Degree in Accounting and at least two years of accounting experience is required. Experience with Abila software desired. Relevant experience can substitute for education. Review the full position description at www.swchi.org .  Send resume and letter of interest by 10/31/17 to calfero@swchi.org.   Please share with your networks, friends, and colleagues!

SWCHI JOB DESCRIPTION

Position Classification:                                              Exempt

Position:                                                                     CHI Accounting Administrator

Department:                                                               Center for Health Innovation

Reports To:                                                                 Director of Finance

Date Issued:                                                                10/31/2017

Revision/Review Date:                                             

Authorized By:                                                           SWCHI Board of Directors

The following statements are intended to describe the general nature and level of work

being performed.  They are not intended to be construed as an exhaustive list of all

responsibilities, duties and skills required of personnel so classified.

Position Function Summary

Under the direction of the CHI Director of Finance, the Accounting Administrator performs functions of the financial management of CHI and organizations under contract with CHI, including accounting-related activities such as general ledger data entry, accounts receivable, preparation of federal drawdown requests, preparation of financial statements and grant tracking, data input and management. Serves as liaison between CHI funded grants and contracts staff and the CHI Finance Department.  Assists with deposits, collections, accounts payable, payroll and financial accounting system data input, and with office clerical support.  Assures segregation of job responsibilities within the Finance Department and staff when processing all aspects of work.

The delivery of quality service and positive interaction with our customers is critical to the completion of all tasks within this job description, thus the employee is responsible for establishing and maintaining interpersonal relationships with customers, visitors, and CHI employees in a courteous, respectful and professional manner.  Guidelines include all CHI policies and procedures.

Essential Duties and Responsibilities as directed by Supervisor

  1. Ensures copies of original Notice of Grant Awards (NGAs) are maintained for CHI, NCFC, NRC and other nonprofits under contract with CHI.
  2. Ensures copies of all contracts or subcontracts with CHI and between CHI and other entities are current and filed in central grants and contract file.
  3. Organizes and maintains all CHI financial records and files electronically.
  4. Secures an independent accounting firm as required for nonprofits, to conduct an annual independent audit of CHI and its contracted nonprofits consistent with federal grants recipient rules under OMB Circular A-133 and all IRS requirements. Secure accounting firm for CHI and its contracted nonprofits for 990 form filing.
  5. Responsible for preparing, tracking and timely filing of all financial forms and reports for CHI and its managed nonprofits. This includes managing federal draw downs and all required financial reports, including FFRs are submitted in a timely manner.
  6. Handles deposits in a manner to ensure appropriate separation of duties with other CHI staff.
  7. Assists directors in developing fiscal policies and procedures for CHI and its managed nonprofits. Maintains standard operating procedures for financial duties.
  8. Prepares monthly financial statements and back-up tracking for contracted nonprofits. Reconciles bank statements with expenses and deposits, enters into budget tracking sheets all monthly expenses, gets approval of project director. Ensures back up for all expenses..
  9. Reviews monthly CHI GL detail and gets authorization from managers.
  10. Responsible for submitting and/or tracking all invoices and accounts receivable.
  11. Annually, prepares and maintains CHI rent and utility allocations.
  12. Operate an on-line payroll system for CHI and its managed non-profits.
  13. Assure all state and federal payroll taxes for HMS/CHI managed nonprofits are paid in a timely manner.
  14. Manages and issues W-4, W-2, W-9 and 1099s for CHI and its managed non-profits.
  15. Grants management data entry.
  16. Serves as liaison between CHI and office landlord.
  17. Attends regularly scheduled CHI staff meetings and other meetings as assigned by Supervisor.
  18. Documents meeting minutes for CHI Board of Directors and other CHI contracted nonprofits as requested.
  19. Adheres to strictest confidentiality practices and standards.
  20. Performs other related duties as assigned.

Compliance Provision

The position Accounting Administrator requires compliance with SWCHI written CHI standards, including its Standards of Conduct and policies and procedures. Such compliance will be an element considered as part of the regular performance evaluation.

Failure to comply with SWCHI written standards and policies, which may include the failure to report any conduct or event that potentially violates legal or compliance requirements or SWCHI written standards and policies, will be met by the enforcement of disciplinary action, up to and including possible termination of employment, in accordance with SWCHI Personnel Policy and Procedure.

Minimum Qualifications

  • Bachelor’s Degree in Accounting. (2 years of experience may substitute for 1 year education).
  • Minimum two years of experience in similar position.
  • Ability to maintain effective working relationships with all employees and department needs.
  • Ability to communicate clearly and concisely orally and in writing.
  • Must be self-motivated and adaptable.
  • Must have an attention to detail and accuracy.
  • Must demonstrate basic math skills.
  • Must be proficient in Excel spreadsheet
  • Demonstrate understanding of basic accounting practices and principles of Fund Accounting.
  • Must have basic understanding of computers.
  • Must have basic understanding of Windows and Microsoft Word
  • Knowledge of accounting software.
  • Must be able to meet deadlines.

Desirable Qualities

  • Master’s degree in accounting or related field.
  • Knowledge and experience with nonprofit organizations.
  • Knowledge and experience with human resource management
  • Effective verbal and written communication skills.

Physical Demands

Standing                      May require standing for periods of time and on an intermittent basis

Sitting                          Requires sitting for long periods of time; Frequent use of  computer and keyboard

Walking                       Requires walking on an on intermittent basis ; Occasional  prolonged walking

Pushing/Pulling           Push carts with materials, etc. from time to time

Squatting/Kneeling     Kneels or squats to plug/unplug various equipment intermittently;

Frequent reaching, stooping, bending, and crouching

Lifting                          Lifts necessary supplies and equipment utilized for job function:

Occasionally lifts, supplies/equipment up to 50 lbs.

Carrying                      Carries materials, etc. from time to time

Vision                          Ability to read correspondence, reports, books, periodicals, and

computer screen etc.

Hearing                       Ability to perceive speech at normal loudness levels and to be

able to respond to alarms, answering phone, and overhead page

Psychological              Ability to respond appropriately to stressful work and multiple

demands. Resolves conflicts effectively, prioritizes task, responds

to emergencies and reacts calmly. Knowledge or relevant office

equipment. Knowledge of common safety hazards and

precautions to establish a safe work environment.

Physiological               Work is primarily performed indoors in a controlled environment.

Working Conditions

  • Occasional pressure due to deadlines and working with the public.

Special Requirements

  • Must be willing to use personal vehicle in the course of employment. Must be willing to do inter and intra state travel as needed.
  • Must be able to meet deadlines.

The above statements reflect the general details considered necessary to describe the principal functions of the job as identified and should not be considered as a detailed description of all work requirements that may be inherent in the job.