Accounting Administrator

JOB DESCRIPTION:                                                    

Position Classification:                                         Exempt

Position:                                                                     CHI Accounting Administrator

Department:                                                              Southwest Center for Health Innovation

Reports To:                                                                Director of Programs

Date Issued:                                                               07/31/2014

Revision/Review Date:                                             

Authorized By:________________________________HMS 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.


  1. Position Function Summary


Under the direction of the Director of Programs, performs functions of the financial management of organizations under contract with SWCHI 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.  Assists with deposits, collections, accounts payable, payroll and financial accounting system data input, and with office clerical support.


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 visitors and  employees in a courteous, respectful and professional manner.  Guidelines include all SWCHI policies and procedures.


  1. Essential Duties and Responsibilities as directed by Supervisor
  2. Ensures copies of original Notice of Grant Awards (NGAs) are maintained for SWCHI, NCFC, NRC and other nonprofits under contract with SWCHI.
  3. Ensures copies of all contracts or subcontracts with SWCHI and between SWCHI and other entities are current and filed.
  4. Organizes and maintains all SWCHI financial record and files electronically.
  5. Secure an independent accounting firm for NRC, NCFC and SWCHI, or as required for other contracting nonprofits, to conduct an annual independent audit consistent with federal grants recipient rules under OMB Circular A-133 and all IRS requirements. Secure accounting firm for contracted nonprofits for 990 form filing.
  6. Responsible for tracking and timely filing of all financial forms for SWCHI managed nonprofits. This includes managing federal draw downs and all required financial reports, including FSS/R is submitted in a timely manner.
  7. Handles deposits in a manner to ensure appropriate separation of duties with other SWCHI staff.
  8. Assists directors in developing fiscal policies and procedures for SWCHI managed nonprofits. Maintains standard operating procedures for financial duties.
  9. 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. Reviews monthly GL detail for all programs under SWCHI and gets authorization from managers.
  10. Assists in preparing SWCHI fiscal year budget and budgets of contracted nonprofits.
  11. Responsible for submitting and/or tracking all invoices and accounts receivable.
  12. Periodic review of actual payroll allocations versus planned budget allocations.
  13. Prepares and maintains SWCHI rent and utility allocations.
  14. Manages and issues W-4, W-2, W-9 and 1099s for SWCHI and managed non-profits.
  15. Grants management data entry.
  16. Back-up to administrative assistant which may include duties and errands such as filing, typing, photocopying and answering phones when needed.
  17. Serves as liaison between SWCHI and office landlord.
  18. Attends regularly scheduled SWCHI staff meetings and other meetings as assigned by Supervisor.
  19. Adheres to strictest confidentiality practices and standards.
  20. Performs other related duties as assigned.


Compliance Provision

The position Accountant requires compliance with CHI written standards, including its Compliance Program and 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 CHI Written Standards, which may include the failure to report any conduct or event that potentially violates legal or compliance requirements or CHI Written Standards, will be met by the enforcement of disciplinary action, up to and including possible termination of employment, in accordance with CHI Compliance Program Policy and Procedure.


Minimum Qualifications

  • Bachelor’s Degree in Accounting. (2 years exp may substitute for 1 year educ).
  • 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


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.