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FLSA Status:

Non-Exempt

Schedule:

20 hours per week, Flexible Schedule

Position Overview

Performs accounting functions under the direction of the Chief Financial Officer and assists in the coordination of duties that ensure POLM programs are compliant in both fiscal and contractual policies and guidelines.

Essential Functions

General Accounting Function

• Receive all invoices, stamp, assign GL code, attach supporting documentation if applicable, and obtain correct approval(s) prior to entry into the accounting system.

• Ensure the proper collection and documentation of receipts, Purchase Requisitions, and check requests with oversight by the Chief Financial Officer.

• Prompt monthly allocation of all payables that require processing across multiple funding sources or “Jobs” (Contracts).

• Input bills into QuickBooks Premier Financial System.

• Update weekly Petty Cash Account EFT expenses into QuickBooks from the bank account and reconcile purchases.

• Perform weekly check preparation and obtain correct signatures.

• Prepare checks for mailing, claims processing, and maintain filing system.

• Accurate tracking of voided cancelled and/or stopped checks in the Voided Check Registry in Excel.

• Review Accounts Payables Summary Report weekly to ensure accuracy of all expenses entered into the accounting system.

• Other duties as assigned.

Claims Functions.

• Review QuickBooks accounts in relation to billable expenses to meet contractual requirements for monthly claims billing.

• Prepare and track claims of various contracts according to the written standards issued by grantors.

• Be up-to-date on current claim/billing requirements for each assigned contract.

• Be up-to-date on current allocation assignments for staff in coordination with the Chief Financial Officer, Fiscal Team and CEO.

• Submit all claims early or on-time to the various assigned agencies.

• Log claims in the shared data-base for Administrative access.

• Assist with making corrections and adjustments to processed billing that are identified during the monthly audits.

• Research A/R inquires as needed.

• Assist with AR, Payroll and AP file and claim audits as necessary.

• Report to Chief Financial Officer and advise of changes to claims billing processes.

Required qualifications:

• Associates degree in accounting, finance, or a related major or equivalent experience,

• Bachelors degree preferred.

• Knowledge of accounting principles and practices.

• Knowledge of finance principles.

• Knowledge of financial reporting.

• Technical accounting skills.

• Knowledge of QuickBooks

• Computer proficiency-MS Suite-Office, Excel, and Teams

• Previous experience of general accounting.

• Proficiency in relevant accounting software.

• Employment eligibility verification.

• Reliable personal (not public) transportation available for occasional banking and other errands.

• Successful completion of background screening.

Monthly Close

• Assist Chief Financial Officer in monthly closing procedures and documentation for compliance to fiscal policies and procedures for internal and external grant requirements.

• Research A/P inquires as needed.

• Assist with AR, AP, file and claim audits as necessary.

• Other duties as assigned.

Admin Support

• Prepare A/P related correspondence that may include forms, reports and memos as needed.

• Clerical functions relating to copy machines and related tools & equipment, filing and file archiving.

• Special projects, as assigned.

• Assist with Annual Audit procedures, as needed and as directed by the Chief Financial Officer.

• Other duties as assigned.

Education and Qualifications

• High school diploma or equivalent required. Associate degree in Accounting and/or Bachelors degree in Accounting preferred.

• Understanding of general accounting policies and procedures.

• Computer Skills: Word, Excel, Acrobat, Quickbooks, etc.

• Ability to maintain strict confidentiality.

• Strong attention to detail and strong organizational skills.

• Excellent written and verbal communication skills.

• Ability to work independently and as part of a team.

Requirements Include

• Reliable personal (not public) transportation available for occasional errands. Mileage will be reimbursed.

• Must possess a valid California Driver's License, have a minimum of three (3) years of licensed driving experience, and maintain an acceptable driving record as verified by the DMV.

• Proof of Automobile insurance.

• Employment eligibility verification.

• Successful completion of background screening.

Work Schedule Requirements:

• Work schedules are subject to change, or start and end times may vary based on business needs and operational requirements.

• Flexibility and adaptability are essential to meet the demands of the role and the organization.

Physical Requirements:

Physical requirements include but are not limited to the following:

• Prolonged periods of sitting at a desk and working on a computer.

• Assisting with occasional office furniture moving.

• Carrying up to 30lbs for short distances.

• Bending down and lifting is occasionally required.

Benefits:

• 401(k)/Retirement plan