Job Description

Description

Position Summary:

Actively participates in all finance/accounting cycles for the organization to ensure that accounting processes are timely, accurate, efficient, and consistent. This position may also participate in the payroll function. This successful accountant will have a deep knowledge of accounting, with a strong emphasis on fund accounting, and the willingness to roll up their sleeves to ensure local success. Provides management with financial information by researching and analyzing accounts. Also responsible for organizing and processing accounts payable, cash receipts, and performing other bookkeeping functions.

DUTIES AND RESPONSIBILILTIES:

• Assist in the preparation of journal entries and general ledger reconciliations.
• Ensure all financial transactions are recorded accurately and in a timely manner.
• Maintain proper documentation for all financial transactions in accordance with non-profit standards and regulations.
• Process invoices and payments, ensuring timely and accurate recording of accounts payable transactions.
• Monitor and manage accounts receivable, ensuring timely collections and follow-ups.
• Ensure that grant and donation receipts are properly recorded.
• Perform monthly bank reconciliations, ensuring all discrepancies are resolved in a timely manner.
• Assist in tracking and recording grant revenue and expenditures.
• Assist with grant requirements, including proper allocation of funds and documentation.
• Assist in the preparation of monthly, quarterly, and annual financial statements, including income statements, balance sheets, and cash flow statements.
• Assist in the preparation of reports for external auditors, government agencies, and funding organizations.
• Ensure compliance with accounting standards, non-profit regulations, and internal control procedures.
• Assist in the preparation and analysis of the annual budget.
• Provide support to the finance team in budget monitoring and variance analysis.
• Provide support during internal and external audits, ensuring necessary documentation is available and accurate.
• Assist with year-end audit preparation and other compliance reporting.
• Assist with other ad hoc financial projects and tasks as needed by the finance team.
• Stay updated on changes in accounting standards and non-profit regulations.
• Follows all HIPAA and OSHA guidelines and regulations, including assisting HIPAA and OSHA Officers in ensuring compliance.
• Maintains established San José Clinic policies, procedures, objectives, quality assurance, safety, environmental and infection control.
• Implements job responsibilities in a manner that is consistent with the San José Clinic Mission and Code of Conduct and is supportive of San José Clinic cultural diversity objectives
• Creates and maintains the organizations budget to include working with directors to ensure programmatic success through cost analysis support, and compliance with all contractual and programmatic requirements.
• Oversees and participates in the daily work and monthly/quarterly close process in key accounting areas, including:

1. Investment accounts (investment pools, individual donor funds, and endowments
2. Accounts payable function, including reviewing and approving accounts payable and grant distributions and ensuring accurate coding and recording along with payroll back-up including benefits-related expenses
3. Review and prepare deposit entries and/or review gifts

• Prepares monthly and quarterly allocation entries related to investment activity and fees
• Monitors workflow and productivity to ensure deadlines are met
• Prepares and completes the management and coordination of all fiscal reporting activities for the organization including: organizational revenue/expense and balance sheet reports, reports to funding agencies, development and monitoring of organizational and contract/grant budgets
• Supports annual budget process and preparation of annual tax forms
• Provides analysis and reports to management and the board of directors
• Monitors all purchasing, payroll, Accounts Payable and Accounts Receivable functions
• Monitors banking activities to include performing bank reconciliation and monitoring daily cash flow
• Prepares financial reports as necessary for operations of the Clinic, including variance reporting
• Prepares and presents quarterly financial reporting packet to CEO, Finance Committee and Board of Directors, as necessary
• Responsible for PBC (Prepared By Client) materials for annual audit by external auditors
• Supervise and coordinate annual Pharmacy inventory
• Works with Human Resources to investigate cost-effective benefit plans and other fringes
• Maintains confidentiality of financial and proprietary information/records at all times
• Implements job responsibilities in a manner that is consistent with the San José Clinic Mission and Code of Conduct and is supportive of San José Clinic cultural diversity objectives
• Performs other related work as required

Requirements

QUALIFICATIONS, EDUCATION AND EXPERIENCE:

1. Bachelor’s or graduate level degree in business administration, accounting or related discipline with substantial course work in financial management subjects, and a CPA license preferred
2. Minimum of 2 years of accounting experience, preferably within a non-profit organization.
3. Experience in financial management (budgeting, cash management, investments, and strategic planning)
4. Experience with Aplos, accounting software is perferred
5. Proficient experience in grant/fund accounting and reconciliation
6. Foundation or other fund accounting experience
7. Strong projects skills and closing timelines
8. High level of demonstrated accuracy
9. Experience working with non-profit organizations is highly preferred
10. Experience with regulatory reporting requirements and tax compliance preferred
11. Must have a valid driver’s license and automobile liability insurance as required by law
12. Demonstrates excellent organizational skills, multi-tasking and effective use of time
13. Able to handle and complete multiple tasks or projects with multiple deadlines
14. Demonstrates effective verbal and written communication skills
15. Bilingual in English/Spanish preferred

PHYSICAL REQUIREMENTS:

1. Ability to sit, stand, bend and stoop for (long) periods of time
2. Ability to exert up to 50 pounds of force occasionally/ frequently
3. Ability to respond to emergency/crisis situations
4. Exposure to noise
5. Exposure to blood and/or fluids

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