Finance Coordinator

Job Description

Job Description

Primary Purpose

The Finance Coordinator is responsible for managing the general ledger of the agency in accordance with Generally Accepted Accounting Principles (GAAP) and performing reconciliations to ensure accuracy. The position performs a variety of general accounting tasks, including verifying accuracy of vendor invoices and other accounting records, updating and maintaining accounting journals and ledgers detailing financial transactions such as disbursements, expense reports, receipts, and accounts payable. Reconciles records with employees, management and vendors, and recommends actions to resolve discrepancies. Performs duties at the professional level, directly related to the management or general business operations of the department. Must exercise independent judgement and discretion. Remote or Hybrid work arrangements may be considered for this position.

Education and Experience

Three years of directly related experience required. Must possess knowledge of basic accounting principles. Proficiency in all Microsoft Office applications and experience using accounting software required (Financial Edge preferred). Knowledge of non-profit business practices is preferred.

Minimum Qualifications

• Provide proof of current, valid Oregon Driver’s License (or if out-of-state will obtain Oregon license within 30 days), comprehensive automobile insurance (if applicable) and a safe driving record (minimum of 3 yrs.) to use company or personal vehicle for required duties.
• Successfully pass a Criminal Background Check and Medicaid Fraud Check.

Essential Duties, Responsibilities and Core Competencies

• The Finance Coordinator is responsible for performing duties with the attention to detail necessary to produce accurate financial entries in accordance with GAAP.
• The Finance Coordinator is responsible for the timeliness of month-end closing, performing the general accounting duties as shown in that section below and completing the month end checklist according to the outlined timeline and duties.
• The Finance Coordinator is expected to identify and point out unusual income and expenses that have occurred throughout the month. and provide various transaction reports to management as necessary.
• The Finance Coordinator is a trusted advisor and partner to the consulting CFO and will be relied upon as the eyes and ears of the agency regarding improved process efficiencies and cost controls.
• For Executive Management to effectively run the organization, the Finance Coordinator must possess strong communication, analytical, and organizational skills.
• This position requires proactive positive communication of issues and concerns with operations and management; possess strong communication and organizational skills.
• The duties below are the general job duties and expectations:
• • GAAP knowledge.
  • Strong understanding of internal controls and breakdown in internal controls, internal audit procedures, ability to adapt internal controls to changes in operations appropriately.
  • Prepare all schedules for the annual audit and coordinate the annual audit timing and scheduling in a timely manner.
  • The Finance Coordinator is expected to utilize the consulting CFO as a mentor and seek guidance and ask questions as necessary.

General Accounting

• Timely attention to bank reconciliation in collaboration with payroll and other balance sheet reconciliations per month end checklist.
• Research any activity on bank reconciliations, and determine appropriate course of action, for any item outstanding more than 60 days old. This could include contacting vendors, moving over to Unclaimed Properties payable, adjustments or other actions.
• Adherence to the fixed asset policy for capitalized items, establishing appropriate lives in the fixed asset system, and proper entries for depreciation.
• Maintain all schedules/spreadsheets and records that will support the monthly financial statements.
• Close the month timely and accurately per the month end checklist guidelines.
• Maintain details on Kairos owned real estate to include loan documents, property tax exemptions if applicable, and other details as necessary. Review property tax statements to ensure subject property is not eligible for exemption.
• Write all checks, record deposits and post Raiser's Edge entries. Communicate with Development Staff to ensure everything is correctly recorded and email income statements monthly.
• Responsible for communicating monthly county billings to Billing and Contract’s Administrator at Options, Lane and Marion Counties and keeping track of home client accounts receivable.
• Review Payroll Journal Entries and PTO accruals for accuracy, communicate and update payroll with any general ledger account or labor distribution updated timely.
• Responsible for majority of month end accounting Journal Entries and provide support to CFO and Payroll with their applicable month end journal entries.
• Record all funding and expenditures for Grants and special projects using cost center/project codes within the accounting system.

Financial Statement Related

• Answer questions from managers on activity posted to department financial statements.

Accounts Payable

• Review, process and maintain all vendor invoices.
• Prepare Cash Requirement report weekly, for review by Operations and Finance Manager, prior to check run.
• Vendors payments are to be managed so that they are made according to the terms of the vendor, credits and discounts are applied timely if applicable and aged accounts payable reports are presented accurately.
• Maintain credit card statements and receipts and maintain reconciliation for charges.
• Responsible for the maintenance and reconciliation of Admin’s Petty Cash reimbursements.
• Prepare all 1099’s and 1096 forms for filing with vendors and government entities.
• Monitor and collect receipts for all advanced funds, including per diems.
• Pay Foster Parents Timely twice a month

Safety and Work Environment

• Abide by ethical codes, mission, values, and professional standards, including confidentiality.
• Actively utilize, reference, and follow agency policies, procedures, and guidelines.
• Present a positive attitude, professional demeanor and demonstrated respect with youth and young adults, families, staff, visitors, and community partners.
• Perform all work tasks in a proper and safe manner per established policies, procedures, and guidelines to prevent unnecessary injury, time loss and agency expense.
• Comply with all federal, state and agency health and safety reporting requirements.

Other Duties

· Perform other related work as assigned.

· Attend trainings and meetings as assigned. May be appointed to committees.

Attendance

· Maintain prompt and regular attendance in accordance with company policy.

· Ability to be flexible and adjust schedule as necessary to fit program needs.

Physical Demands: The physical demands described here are representative of those that must be met by the staff person to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the staff person is regularly required to use hands to type, handle, reach with hands and arms, talk or hear. The staff person frequently is required to stand and walk. The staff person is occasionally required to sit, stoop, kneel, crouch or crawl. The staff person must frequently lift and or move up to 10 pounds and occasionally lift and/or move up to 45 pounds. Specific vision abilities required for this job include close vision, distance vision, and depth perception and operating a motor vehicle.

Working Conditions: The working conditions described here are representative of those that must be met by the staff person to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the staff person is frequently exposed to loud noises, outside weather conditions such as heat, cold and humidity. The staff person is occasionally exposed to chemical solutions and body fluids.

Hazardous Conditions: Risk of verbal and physical threats and harm from clients. Possible exposure to air and Bloodborne Pathogens.

Equipment Used: May include general office equipment, such as computer, telephone, agency or personal vehicle, general cleaning supplies, and kitchen utensils/supplies.

Travel: Travel is expected for required trainings. Other Responsibilities: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Kairos is a non-profit, multi-service mental health agency that provides a comprehensive array of services and support to children, adolescents, young adults, and families struggling with trauma and other mental and behavioral issues. Known state-wide and nationally for innovation, quality, and accountability in our provision of services, Kairos is committed to continuous learning, grounding of evidence based treatment models, and emerging best practices in mental health through partnerships and training opportunities with leaders in the mental health field. Since 1977, Kairos has grown in scope and now operates out of five counties in Oregon. Kairos is licensed by the Oregon Department of Human Services and certified by the Oregon Health Authority, and has been accredited by The Joint Commission since 1984.

Company Description

Kairos is a non-profit, multi-service mental health agency that provides a comprehensive array of services and support to children, adolescents, young adults, and families struggling with trauma and other mental and behavioral issues. Known state-wide and nationally for innovation, quality, and accountability in our provision of services, Kairos is committed to continuous learning, grounding of evidence based treatment models, and emerging best practices in mental health through partnerships and training opportunities with leaders in the mental health field. Since 1977, Kairos has grown in scope and now operates out of five counties in Oregon. Kairos is licensed by the Oregon Department of Human Services and certified by the Oregon Health Authority, and has been accredited by The Joint Commission since 1984.