Contracts Coordinator - Riverhead, NY

Cornell Cooperative Extension; New York (NY); Sur place; USD 41 000 - 46 000; Plein temps

Résumé du poste

Cornell Cooperative Extension is seeking an Association Finance Coordinator in New York to manage contract finances and support budget and grant activities. This role emphasizes accuracy, confidentiality, and coordination with multiple program leaders and the Finance team.

The position requires a Bachelor’s degree or equivalent, knowledge of accounting principles, and strong Excel/Accounting software skills. It involves travel and flexible hours in a nonprofit settings.

Qualifications

• Bachelor’s or equivalent education is required.
• Experience relevant to the role.
• Knowledge of accounting principles, procedures, and practices.
• Proficient in Windows and accounting software; Excel experience.
• Ability to perform basic arithmetic and financial record-keeping.
• Ability to maintain confidentiality of financial and personnel data.
• Ability to communicate clearly in English, written and verbal.
• Ability to manage diverse workload and priorities.
• Willingness to travel; pass background check; flexible hours.

Responsabilités

• Assist with planning of contracts and input in development stage.
• Monitor expenditures and ensure regulatory compliance.
• Audit sub-contractor invoices and approve payments.
• Prepare and reconcile budget and grant documentation.
• Serve as point of contact for sub-contractors’ finance questions.
• Prepare vouchers, compile supporting documentation, and liaise with granting agencies.
• Enter vouchers into accounts receivable system and maintain reports.
• Protect confidentiality of financial and payroll records.

Connaissances

Accounting principles knowledge

Budgeting & financial analysis

Record keeping & reporting

Verbal & written communication

Confidentiality & integrity

Organizational skills

Team collaboration

Travel readiness

Time management

Formation

Bachelor's degree or equivalent

Outils

Excel

Accounting software

Windows OS

MS Office Suite

Description du poste

Responsible for a range of contracts responsibilities as well as providing support on finance and project budget management functions. With moderate initiative and limited discretion, organize and manage the financial objectives of all new and existing contracts.

REQUIRED QUALIFICATIONS:

• Bachelors or Equivalent Education.
• Experience relevant to the role of the position.
• 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 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 and reports.
• 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 all 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 goals.
• Ability to meet travel requirements associated with this position.
• Ability to meet acceptable background check standards.
• Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

PREFERRED QUALIFICATIONS:

• Experience with non-profit finance is desirable.
• Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation.

POSITION DETAILS:

Salary: $29.81-$33.65 per hour

Schedule:NON-EXEMPT – Reg: 40 hours/week

No relocation or VISA Sponsorship available

RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

Administrative Responsibilities:

Direction – 5%

• Assist program leader, Finance team, and Chief Operating Officer with planning of contracts by providing input in development stage.

Management – 35%

• Monitor expenditures, ensuring adherence to various internal and external regulations.
• Audit sub-contractor invoices to ensure expenses are in compliance with contract guidelines.
• Approve audited invoices for payment.
• Ensure payments are processed accurately and timely.
• Review contract information; ensuring documentation is current and contract regulations are abided by.
• Work with program leader, Chief Operating Officer, state coordinator and sub-contracting agencies to ensure all parties adhere to the regulations set forth in the grant/contract.
• Work with supervisor to resolve any questions or discrepancies related to grant management.
• Provide oversight and guidance to sub-contracting finance personnel by coaching, supporting and providing feedback as needed.

Coordination/Operation – 55 %

• Serve as designated initial “Point of Contact’’ for sub-contractors staff finance questions.
• Create and maintain extensive spread sheets according to the individual nature of the grant/contract.
• Prepare necessary reports from the accounting system to view all activity in the account.
• Acquire copies of all expenses charged to the account: Ensuring copy is legible; date is printed and visible; item purchased is clearly identified and in direct support of the program.
• Compare copies of expenses to accounting reports for accuracy; make any necessary corrections.
• Record all of the collected data into various spreadsheets; including but not limited to documents created internally and workbooks created by the granting agency.
• Record each of the expenses according to the specific budget category assigned and in accordance with the document being used.
• Reconcile all recorded data within the various spreadsheets completed; make any necessary connections.
• Acquire copies of checks used for payments of expenses.
• Coordinate check copies with expense copies in preparation of the voucher.
• Prepare back up documentation by budget category; reconcile budget categories accordingly.
• Prepare voucher for payment; acquire signature from executive director.
• Send voucher and supporting documentation to granting agency.
• Enter voucher/invoice into A/R accounting software.
• Communicate with the granting agency in regard to the prepared voucher; send additional information as needed, explain purchases as needed.
• Notify A/P when payment is received.
• Ensure confidentiality of all financial, personnel and payroll records at all times.
• Work with program leader, Chief Operating Officer, state coordinator and sub-contracting agencies to prepare budget requests and budget modification requests, including the preparation and coordination of comprehensive annual budget for presentation and submittal to appropriate staff.
• Prepare audited invoices for payment.
• Prepare all internal and external reports; acquire and maintain all file documentation for funders according to the grant/contract.
• Attend and schedule meetings as required.
• Provide training to sub-contracting finance personnel as needed.
• Direct communication with agencies in regard to the implementation and maintenance of grants/ contracts.

Professional Improvement – 5%

• 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.

Health and Safety – Applied to all duties and function

s

Job Title:

Association Finance Coordinator

Level:

005

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Ashley Downs

Cornell Cooperative Extension is a collaboration among Cornell University, the United States Department of Agriculture, the State of New York, and the residents of New York State. Per NYS Law, county and regional extension service associations are subordinate government agencies. This employment opportunity is with the entities listed and not with Cornell University.

Notice to Applicants:

Please read the required Notice to Applicants statement. This notice contains important information about applying for a position at Cornell Cooperative Extension as well as some of your rights and responsibilities as an applicant.