Contracts Coordinator - Riverhead, NY

Cornell Cooperative Extension•New York, NY

1d•$30 - $34•Onsite

About The Position

Responsible for a range of contracts responsibilities as well as providing support on finance and project budget management functions. With moderate initiative and limited discretion, organize and manage the financial objectives of all new and existing contracts.

Requirements

Bachelors or Equivalent Education.
Experience relevant to the role of the position.
Knowledge of accounting principles, procedures, and practices.
Proficient in computer operations of the Windows operating system, one or more major double-entry Accounting software programs, and Microsoft Office Suite including Excel.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
Ability to prepare and maintain accurate, error-free financial and statistical records and reports.
Commitment to learn Cornell-specific accounting software.
Ability to ensure confidentiality of information relating to financial and sensitive personnel matters at all times.
Ability to organize and manage diverse workload focusing on identified priorities.
Ability to communicate clearly verbally and in writing in English, and to understand and effectively carry out standard programs and instructions.
Ability to work cooperatively, establish and maintain effective working relationships with all members of the Association in order to accomplish planned Association objectives.
Must demonstrate a high degree of accuracy, integrity, sound professional judgment, tact, and maturity to effectively relate to people in order to accomplish association's goals.
Ability to meet travel requirements associated with this position.
Ability to meet acceptable background check standards.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

Nice To Haves

Experience with non-profit finance is desirable.
Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation.

Responsibilities

Assist program leader, Finance team, and Chief Operating Officer with planning of contracts by providing input in development stage.
Monitor expenditures, ensuring adherence to various internal and external regulations.
Audit sub-contractor invoices to ensure expenses are in compliance with contract guidelines.
Approve audited invoices for payment.
Ensure payments are processed accurately and timely.
Review contract information; ensuring documentation is current and contract regulations are abided by.
Work with program leader, Chief Operating Officer, state coordinator and sub-contracting agencies to ensure all parties adhere to the regulations set forth in the grant/contract.
Work with supervisor to resolve any questions or discrepancies related to grant management.
Provide oversight and guidance to sub-contracting finance personnel by coaching, supporting and providing feedback as needed.
Serve as designated initial “Point of Contact'' for sub-contractors staff finance questions.
Create and maintain extensive spread sheets according to the individual nature of the grant/contract.
Prepare necessary reports from the accounting system to view all activity in the account.
Acquire copies of all expenses charged to the account: Ensuring copy is legible; date is printed and visible; item purchased is clearly identified and in direct support of the program.
Compare copies of expenses to accounting reports for accuracy; make any necessary corrections.
Record all of the collected data into various spreadsheets; including but not limited to documents created internally and workbooks created by the granting agency.
Record each of the expenses according to the specific budget category assigned and in accordance with the document being used.
Reconcile all recorded data within the various spreadsheets completed; make any necessary connections.
Acquire copies of checks used for payments of expenses.
Coordinate check copies with expense copies in preparation of the voucher.
Prepare back up documentation by budget category; reconcile budget categories accordingly.
Prepare voucher for payment; acquire signature from executive director.
Send voucher and supporting documentation to granting agency.
Enter voucher/invoice into A/R accounting software.
Communicate with the granting agency in regard to the prepared voucher; send additional information as needed, explain purchases as needed.
Notify A/P when payment is received.
Ensure confidentiality of all financial, personnel and payroll records at all times.
Work with program leader, Chief Operating Officer, state coordinator and sub-contracting agencies to prepare budget requests and budget modification requests, including the preparation and coordination of comprehensive annual budget for presentation and submittal to appropriate staff.
Prepare audited invoices for payment.
Prepare all internal and external reports; acquire and maintain all file documentation for funders according to the grant/contract.
Attend and schedule meetings as required.
Provide training to sub-contracting finance personnel as needed.
Direct communication with agencies in regard to the implementation and maintenance of grants/ contracts.
In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes and Association priorities.
Collaborate in activities that are in general support of Cornell Cooperative Extension and perform other duties as assigned.
Support the Association to maintain a safe working environment.
Be familiar with and strive to follow any applicable federal, state, local regulations, Association health and safety policy/procedure/requirement and standard.
Act proactively to prevent accidents/injuries and communicate hazards to supervisors when identified.