Finance and Administration Coordinator

About Us:

AdNet/AccountNet, Inc. is an 8(a), WOSB, LGBTE and WBE owned management consulting firm founded in 1990. We blend the best in people with the ongoing demands of the workplace by providing high quality staffing and executive search services. 

Responsibilities and Essential Functions:

Finance

1. Accounts Payable: Process invoices in accordance with company's established policies and procedures; prepare check requests, bank/vendor wires, EFT, ACH, as needed; facilitate approved staff Expense Reports. Work in coordination with the Payroll and Cash Disbursements accountant.

2. Documentation: Maintain and update financial procedures related to the US Program; maintain copies of checks, invoices and supporting documents, and complete other financial filing; work in coordination with the Payroll and Cash Disbursements accountant to gather and save approved time sheets and leave request forms for USP employees and Contractors’ contracts.

3. Compensation and Reimbursement Processing: Prepare and accurately input semi-monthly compensation data for Contractors; ensure pay statements are accurate; prepare monthly allocations per timesheets; review timesheets to ensure accuracy and appropriate project end dates; work closely with HR Manager regarding employee and contractor paperwork and the financial side of employee benefits; process supervisor-approved time sheets and invoices for all pertinent staff; facilitate Contractor and certain Volunteer reimbursement expense reports.

4. Training: Train all incoming Employees, Contractors, and certain Volunteers during their onboarding regarding all finance-related processes and tools.

5. Reporting: Provide internal and external donor financial reports as needed; prepare, interpret, update and maintain monthly financial plans and reports; compile monthly and annual project and Program cash flow projections and financial reports

6. Budgeting: Contribute towards US Program and project planning through the development of budgets and overseeing cost estimations; track project expenditures against approved budgets and provide budget vs. actual data to relevant staff.

7. Coordination and HQ Support: Communicate regularly with HQ Finance regarding finance related functions pertaining to the US Program; support the annual Audit process by responding to requests; act as the primary back-up for the Payroll and Disbursements Accountant.

Administration

1. Documentation: Maintain relevant filing systems and databases; provide updates to procedures for USP when necessary; organize up-to-date electronic and original documents; ensure all project files are complete; review and update all lease and rental contracts as needed.

2. Project Support: Provide technical support and input to USP staff in the project design process and implementation, as needed.

3. Physical Asset Management: Facilitate maintenance, registration, and insurance for US Program property and vehicles.

4. Logistics: Assist with travel authorizations and arrangements for US Program staff; ensure procurement processes are effectively implemented in accordance with IOCC policies and procedures and that goods/services obtained are cost effective; work in coordination with GIK Manager and Program Manager to ensure adherence of the GIK processes for USP, including coordination and shipping.

Minimally Required Knowledge, Skills and Abilities:

• Software Applications: Advanced knowledge of Microsoft Office applications, especially proficient in Excel; knowledge of accounting software, preferably Financial Edge.
• Communication: Good communication skills (verbal, listening and written); ability to communicate effectively with diverse cultures; capacity to communicate expected policies and procedures; maintain a high level of confidentiality.
• Organization, Planning and Multi-tasking: Good organizational and planning skills; proven ability to set priorities, meet established deadlines in a fast-paced environment and multi-task with minimal supervision; tenacity for work completion and proven ability to work with competing priorities.
• Self-Management and Teamwork: Ability to work independently with minimal supervision and able to initiate and thoroughly complete tasks; able to work well as part of a team and foster teamwork; maintains a positive attitude.
• Cultural Competency: Ability to work productively and promote mutual respect among people of all walks of life.

Minimally Required Education, Experience, and Training:

• Associate’s Degree in Accounting or related degree/field
• 3-5 years of work experience in a professional environment or, a combination of education and professional work experience that yields the minimally required knowledge, skills and abilities listed above
• Non-profit experience, accounting department and payroll experience is a plus

Physical Requirements and Working Environment:

• Travel required: 20% or less
• May talk on the phone/video calls for considerable periods of time
• May require bending, kneeling, crawling, standing, sitting, lifting up to 20 lbs.
• Standard office environment; mostly sedentary position; requires ability and dexterity to operate general office equipment like computer, copier or scanner
• Infrequent weekend and evening work may be required

We embrace diversity and equality in a serious way. We are committed to building a team with a variety of backgrounds, skills, and views. The more inclusive we are, the better our work will be. Creating a culture of Equality isn’t just the right thing to do, it’s also the smart thing.