CCE of Livingston County Finance Coordinator – Mt. Morris, NY

Cornell Cooperative Extension•New York, NY

2d•$28 - $32

About The Position

The Finance Coordinator works under the supervision of the Executive Director to manage, implement, and coordinate the financial functions and processes for the Association. The Finance Coordinator will assist with management, monitoring, and preparation of budgets; assist with planning and development of grants/contracts; monitor expenditures and revenues, as well as state and federal appropriations; audit records for compliance with established procedures; ensure financial transactions and cash handling are processed in a timely manner and in compliance with established procedures and participate in Association Board or committee meetings, as appropriate. Perform technical aspects of accounting data entry and functions according to established procedures and policies. The finance coordinator will work closely with the Finger Lakes Shared Business Network Lead Finance Manager to ensure the financial needs of the association and staff are met in a timely and efficient manner.

Requirements

Associate or Equivalent Education. GED/High School Diploma plus 1-year transferable program/functional experience may substitute.
Experience relevant to the role of the position.
Ability to meet travel requirements associated with this position.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Ability to clearly communicate (speak, read, and write proficiently) in English.
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
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 read, analyze, and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
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.
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 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 financial goals.
Ability to organize and prioritize work and meet deadlines.
Ability to work in a typical office environment which may include lifting, moving, and/or transporting office supplies, work related materials, and equipment with or without accommodation.

Nice To Haves

Bachelor’s degree in accounting and experience with non-profit finance.
Prior experience in a double-entry accounting software program.
Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation.
Ability and willingness to learn new skills and information.

Responsibilities

Assist with developing Association financial guidelines, procedures, and strategies that adhere to all applicable laws, regulations and CCE guidelines for compliance, utilizing the SBN Lead Finance Manager for high-level guidance and recommendations.
Work collaboratively with program staff and Executive Director to prepare budget requests and budget modification requests, including the preparation and coordination of comprehensive annual budget for presentation and submittal to appropriate staff, Association Finance Committee, Board of Directors, and County Budget Office.
Assist Supervisor and program staff to plan for, develop, and implement grants/contracts as needed in a professional, cooperative, and supportive manner at all times.
Assist with management and monitoring of budgets, expenditures, revenues, etc. ensuring adherence to various internal and external regulations, e.g., GAAP regulations and Cornell Accounting Procedures.
Monitor state and federal appropriations received through Cornell University.
Ensure payments, petty cash and other financial transactions are processed accurately and timely.
Ensure compliance with established cash handing and recording procedures.
Ensure periodic physical inventories of the Association’s fixed assets are complete.
Audit records for financial discrepancies and potential issues and concerns, identify possible solutions, and work with Executive Director and SBN Finance Manager to resolve.
Assist in preparing budgets, work with the Executive Director and staff in all matters pertaining to budget changes and all program & administrative financial requirements in a professional, cooperative, and supportive manner at all times.
Monitor grant/contract expenditures and revenues, ensuring adherence to various internal and external regulations.
Assist in identifying ways to reduce costs and maximize existing resources within the Association.
Assist with management and support of grant and funding opportunities including research, brainstorming, proofreading, monitor service dates and timelines, monitoring expenditures, oversee files and documents and working with staff to ensure each project is meeting deadlines and expectations.
Perform assigned accounting functions in a timely and accurate manner consistent with Association policy (FORM codes) and established procedures including, but not limited to: Accounts Receivable – Billing – Grants Maintain time sensitive billing per grant specifications and track grants through data files. Coordinate support for program/grant reporting. A/R invoice creation/entry into accounting software. Prepare invoices for funds owed to the Association from grants programs. A/R cash receipts entry. Post sub-ledger batches to general ledger. Maintain daily cash receipts entry. Reconcile monthly bank statements for all Association accounts. Follow up on unpaid receivables. Record cash deposits and online account payments. Cash Receipts - Banking Process receipts for deposit through remote deposit or bank deposit. Process online receipts – PayPal, as needed. Establish general ledger account to post receipts. Review AR aged report and contact customers as needed. Accounts Payable [Credit Cards]– Cash Disbursements Receive vendor invoices and verify accuracy. Prepare cover sheet per invoice, code the invoice, and enter into accounting system, according to the specific budget category assigned and in accordance with the document being used. Prepare backup reports/files per grant. Manage credit card statements and obtain pertinent backup. Process monthly employee reimbursement expenses. Obtain appropriate signatures and approvals per invoice. Prepare the cash/check disbursements as necessary. A/P vouchering/entry into accounting software, ensuring that all charges to accounts are accurate. A/P check payments – process checks after proper authorization and verification with appropriate staff. Record each of the expenses. Create and maintain extensive spreadsheets according to the individual nature of the grant/contract. Collaborate and coordinate with funders and appropriate subcontractors to collect data and submit required reports and acquire documentation for all contract revenue and expenditures. Maintain Association financial records and files – making copies, filing and recordkeeping. Counsel and orientate Extension staff on Association financial policies and practices. Coordinate association purchasing. Track and record unclaimed funds. Maintain and audit petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. Prepare and submit reimbursement claim vouchers for Association grants. Determine direct and indirect costs as required for grant budget development, as requested. Prepare accurate and timely financial statements and reports including monthly, quarterly, and annual financial statements/reports that accurately reflect the financial position of the association. Reconcile and record monthly Cornell University billing for payroll and expenses. Ensure timely payment of the Cornell monthly operating statement by ordering ACH transfer by the deadline date. Record state and federal appropriations received through Cornell University and make necessary adjustments to salary account distributions. Coordinate and initiate salary transfer/costing allocation adjustments as necessary. Maintain subsidiary journal for Fixed Assets based on physical inventories. Perform required processes for month-end and year-end closing as necessary. Assist with preparation and submission of grant and contract proposals to secure funding actively involving Executive Director, finance staff, and program staff as necessary. Prepare internal and external reports; acquire and maintain file documentation for funders according to the grant/contract guidelines and stipulations. Serve as designated initial “Point of Contact” for local Association staff finance questions. Serve as designated local “Point of Contact” for Finger Lakes Shared Business Network (FLX SBN) Lead Finance Manager. Maintain a strong connection to, and be an active participant with, the Finance Manager to meet FLX SBN obligations. Serve as designated Finance contact for all online grants management web access sites, respond to any direct finance related requests from sites and as a backup, when needed, assist with maintenance of required documentation and re-certifications. Work with auditors and assist FLX SBN Lead Finance Manager in coordination and follow-up of issues. Work with Association Treasurer to prepare agenda and meeting materials for Finance Committee meetings. Attend and participate in Association board or committee meetings, as assigned. Collaborate with SBN finance staff and HROne with regard to unemployment claims and verification. Maintain communication with Supervisor to ensure appraisal of all issues and/or concerns relating to areas of responsibility. Work closely with staff in all matters pertaining to budget changes and program and administrative requirements. Assist with development, review, and update of finance, grant, contract, and other financial standard operating procedures. Assist with the compilation and authentication of necessary documentation for accreditation and compliance reviews. Collaborate with administrative staff to provide general office and reception support as necessary/required. Maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence. Direct callers and visitors and/or provide basic information in a professional and courteous manner at all times. Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures. Maintain strict confidentiality of all information, data, and records at all times. Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board, and others as requested.
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.
Appreciate and embrace diversity in all interactions with clientele, staff, volunteers, and the public.
Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
Aware of, and adhere to, established Cornell Cooperative Extension Association of Livingston County policies, procedures, and Cornell Cooperative Extension Skills for Success.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely, and accurate manner.
This position may require the transport of self and/or program materials/resources in performing position responsibilities.