General Summary of Purpose of this Position:
Under the direction of the Accounting Manager, performs various accounting duties and assists the Finance Manager in maintaining financial records and preparing reports for HRDC, in compliance with established policies and procedures and applicable local, state, and federal regulations. Primary focus point for the financial/accounting support of the agency. Other duties as assigned
Specific Duties and Responsibilities:
Duty Statements. This position has the following duties and responsibilities. They are listed starting with the most important. This listing does not include minor duties which constitute less than 5% of the position’s time, unless such duties are significantly important or critical to the success of the position. Each of the duties listed below is considered an essential function of this job. (Essential functions are those functions that the employee must be able to perform unaided or with the assistance of a reasonable accommodation. Regular and predictable work schedule and attendance are considered essential functions).
Primary Job Duties and Responsibilities
Prepare financial statements, budgets, analyses, reports and supporting documentation for HRDC, for both internal and external use, in support of:
- Prepare monthly financial reports and reconciliations for HRDC management and Programming Advisory Boards
- Assist in the preparation of monthly reports, in coordination with program staff
- Prepare quarterly reports and supporting documentation.
- Assist in the preparation Bi-Monthly Treasurer’s Report for HRDC Board meetings
- Compile data for portions of the Annual HRDC agency-wide audit, including Supplemental Schedules and programs selected by auditors as major programs
- Assist with program-specific monitoring by funding sources
- Assist in the preparation of annual program budgets and grant applications
- Participate in meetings to assist in budget development and cost projections for funding sources
- Prepare closeout reports, reconciliations, and supporting documentation as required by funding sources
- Utilize HRDC General Ledger and accounting records on computerized system.
- Responsible for development and maintenance of various computerized spreadsheet systems used primarily for tracking, reporting, and analyzing financial data, in support of agency
- Input data into accounting system and spreadsheet systems
- Develop and maintain spreadsheets
- Prepare general journal entries
- Prepare monthly reconciliations, analyzes and investigates variances.
- Prepare bank deposits and cash receipts journal entries
- Prepare billing invoices, and follows up on payment receipt status, as required
- Assist with vendor claims for payment and verifies proper account coding.
- Assist and verify purchasing and procurement compliance with HRDC Financial Policies & Procedures and Federal regulations, including proper supporting documentation
- Assist with capital projects
- Respond to various requests for financial and program-specific information from funding sources, regulators/monitors, advisory boards, and HRDC management
- Input data into accounting system and spreadsheet systems
- Prepare general journal entries along with compile data/documentation for general journal entries to close various HRDC funds at fiscal year-end
- Prepare HRDC cash receipts/bank deposits
- Assist with monthly bank reconciliations
- Prepare monthly reports and supporting documentation.
- Assist with monthly cash-draw requests of grant funds from MDPHHS and other funding sources, in reimbursement of HRDC-paid program expenses
- Assist with closeout reports, reconciliations and supporting documentation required by HRDC funding sources
- Assist with HRDC Fixed Assets reconciliation and depreciation calculation at fiscal year-end
- Compile data for portions of the Annual HRDC agency-wide audit, including Supplemental Schedules
- Perform general office work and assist other fiscal staff in completion of duties, as needed
- Assist with vendor claims for payment and verify proper account coding
- Assist and verify purchasing and procurement compliance with HRDC Financial Policies & Procedures and Federal OMB regulations, including proper supporting documentation
- Verify Davis-Bacon compliance, when applicable, including proper supporting documentation
- HRDC payroll functions
- HRDC Accounts Payable/vendor payment functions
- HRDC billing invoices and cash-draw requests of various HRDC grant funds via multiple systems prescribed by funding sources
- HRDC administrative service cost allocations to HRDC programs
- Interact and communicate with HRDC staff and management, advisory boards, funding sources, regulators/monitors, vendors, auditors, and other financial contacts by communicating both personally and remotely, through oral or written directives and memoranda, with all involved parties
- Perform other assignments as required
Knowledge Skills and Abilities
- Read and comprehend instructions and present information to others
- Interpret and write general business documents or technical procedures
- Ability to analyze, interpret, and respond effectively to complex and sensitive information and/or inquiries
- Preferred bilingual Spanish
Mathematical/ Money Handling Skills:
- Add, subtract, multiply and divide numbers
- Calculate rate, ratio, and percentages
- Handle large amounts of cash
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
- Ability to define problems, collect data, establish facts, and draw valid conclusions
- Words per Minute Computer Keyboard Required: Demonstrated proficiency.
- 10-Key Strokes per Minute Data Entry Required: Demonstrated proficiency.
Specialized Office Equipment:
- Operate 10-key calculator to add, subtract, divide, or multiple numbers
- Operate copier/fax/scanner to capture text or graphics and transmit, print, save, or import them for further use
- Operate multi-line telephone system to place, receive, or transfer calls and voice mail messages
Computer Software and Operating Systems:
- Utilize computer spreadsheet to input, format, and edit data and save, print, or transmit data.
- Utilize computer word processing to input, format, and edit documents and save, print, or transmit documents
- Utilize computer Internet/e-Mail to access, send, retrieve, save, print or transmit documents or data files
- Operate personal computer with Windows operating system to start programs, input, format, and edit data files and print or transmit data
- Utilize proprietary, custom or online programs or data bases to input, format, and edit data and save, print, or transmit data. Specify Software: ORION Fund Accounting Software
Specialized Tools (Non-Computer):
Agency, Professional or Governmental Policies and Regulations:
- State and Federal Regulations or Laws (List by Name): Federal Office of Management and Budget (OMB) Uniform Guidance (replacement for OMB Circulars A-110, A-122, A-133) regulations applicable to grant-funded programs;
- Agency Policies or Procedures (List by Name): HRDC Financial Policies and Procedures Manual;
- Specialized Professional or Industry Guidelines/Standards: Generally Accepted Accounting Principles (GAAP);
- Other: Program-specific regulations and guidance available, as required.
Drivers Licenses Required for Performing this Position:
- Montana Class D driver license and acceptable insurance.
Professional Licenses or Certifications Required by Law, Rule or Regulation for Performing this Position:
Licenses or Certifications that Would Be Useful but Are Not Required:
Other Required Knowledge, Skills or Abilities:
- Ability to effectively work and communicate with a wide range of individuals from all socio-economic groups
- Ability to read, interpret and implement documents such as governmental regulations, rules, and procedure manuals
- Ability to work with minimal supervision and effectively manage work flow
- Ability to respond effectively to the most sensitive inquiries or complaints from customers/claimants/stakeholders
- Demonstrated strong organizational skills
- Demonstrated positive interpersonal and communication skills
- Demonstrated working knowledge of computerized accounting systems and spreadsheets
- Must be bondable
- Demonstrate appropriate attention to detail
- Demonstrate ability to carry out several tasks simultaneously and to organize time to meet established deadlines
- Prepare and present clear, concise and comprehensive reports in a timely manner as required
- Ability to communicate technical information in a manner understood by the layperson
Essential Physical, Mental and Emotional Requirements of this Position:
The following physical, mental and emotional abilities are considered essential to perform the duties listed above:
- While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk and hear (listen).
- The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.
- Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
- Must be able to sit for long periods of time, squat, stoop and bend in order to retrieve office materials and files from cabinets and shelves.
Education and Experience:
Education: The following course(s) of study or class work usually provides the required knowledge, skills and abilities to perform the duties of this position:
- Bachelor’s degree in Accounting from four‑year college or university or equivalent work experience required.
- Formal training in business accounting required.
Experience: The following kinds of experience usually provide the required knowledge, skills and abilities to perform the duties of this position:
- Working knowledge of computerized accounting systems and spreadsheets is required.
- Two to four years of work experience in accounting/bookkeeping preferred.
- Two to four years of work experience in computerized accounting systems and spreadsheets preferred.
- Significant work experience in non-profit and/or governmental (fund) accounting is preferred.
- This position operates under general supervision. The employee’s work is primarily assigned by daily workflow and operations. The employee is authorized to make decisions as to the timing and sequence of work, and the work is performed according to established policies and procedures and/or within applicable laws, rules and regulations governing the tasks being performed.
- This position operates under broadly stated policies, goals, objectives and principles. The employee has, within established policies and procedures and applicable laws, rules and regulations, broad freedom to establish work priorities and/or methods used to accomplish work.
This position supervises the following position(s):
This position has the following supervisory responsibilities:
Impact of decisions and errors made by this position:
- Decisions, final recommendations and/or errors affect employees and clients of established HRDC programs and could affect major projects or continuation of existing HRDC programs.
Judgment Required to Make Decisions:
- Requires judgment from time to time in the application of broader aspects of established practices to problems and situations not falling clearly or concisely within the limitations of accepted standards or precedents.
- This position cannot authorize exceptions to HRDC program policy or procedure
This position is accountable for the following company money, funds, and budgets:
- Monitor expenditures and revenue for HRDC accounts
- Handles large amounts of cash and/or checks for all HRDC accounts
- Reconcile bank accounts for HRDC
This position is responsible for the following personal contacts (either in oral or written form) when performing the duties and responsibilities of the position:
- Daily contact and interaction with HRDC co‑workers, program managers and executives, but generally not the public
- Interact with representatives of other service providers several times a year
- Interact with funding agencies to provide information or exchange facts
- Interact with governmental compliance monitors and auditors to provide information or exchange facts
- This position regularly works with confidential and client data, which if disclosed, may be detrimental to HRDC/client interests. Release of such information may also violate disclosure laws.
- This position works primarily in a temperature controlled office environment.