Finance Coordinator

Finance Coordinator Location Rochester, NY (Charlotte area) : Cornell Cooperative Extension of Monroe County has an opening for a Finance Coordinator working on-site 40 hours a week from the Rochester, NY office. The Finance Coordinator works under the supervision of the Executive Director to manage, implement, and coordinate the financial functions and processes for the Association. The Finance Coordinator will assist with management, monitoring, and preparation of budgets; assist with planning and development of grants/contracts; monitor expenditures and revenues, as well as state and federal appropriations; audit records for compliance with established procedures; ensure financial transactions and cash handling are processed in a timely manner and in compliance with established procedures and participate in Association Board or committee meetings, as appropriate. Perform technical aspects of accounting data entry and functions according to established procedures and policies. Serve local association finance contact for the Western Region Shared Business Network (WSBN) and will work closely with the WSBN Regional Finance Manager(s) to ensure the financial needs of the association and staff are met in a timely and efficient manner. REQUIRED QUALIFICATIONS: Associate or Equivalent Education. GED/High School Diploma plus 1-year transferable program/functional experience may substitute. Experience relevant to the role of the position. Ability to meet travel requirements associated with this position. Ability to work flexible hours which may include evenings and/or weekends, as appropriate. Ability to clearly communicate (speak, read, and write proficiently) in English. Ability and willingness to work with diverse audiences and maintain cultural sensitivity. 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 read, analyze, and interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 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. 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 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 financial goals. Ability to work in a typical office environment which may include lifting, moving, and/or transporting office supplies, work related materials, and equipment with or without accommodation. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions. PREFERRED QUALIFICATIONS: Bachelor's degree in accounting and experience with non-profit finance is desirable. Prior experience in a double-entry accounting software program. Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation. ESSENTIAL FUNCTIONS: Administrative Direction - 10% Assist with developing Association financial strategies that adhere to all applicable laws, regulations and CCE guidelines for compliance, utilizing the SBN Finance Manager for high-level guidance and recommendations. Assist with the planning for administrative staffing needs. Work collaboratively with program staff and Executive Director to prepare budget requests and budget modification requests, including the preparation and coordination of comprehensive annual budget for presentation and submittal to appropriate staff, Association Finance Committee, Board of Directors, and County Budget Office. Assist Supervisor and program staff to plan for, develop, and implement grants/contracts as needed in a professional, cooperative, and supportive manner at all times. Administrative Management - 25% Assist with management and monitoring of budgets, expenditures, revenues, etc. ensuring adherence to various internal and external regulations, e.g., GAAP regulations and Cornell Accounting Procedures. Monitor state and federal appropriations received through Cornell University. Ensure payments, petty cash and other financial transactions are processed accurately and timely. Ensure compliance with established cash handing and recording procedures. Ensure periodic physical inventories of the Association's fixed assets are complete. Audit records for financial discrepancies and potential issues and concerns, identify possible solutions, and work with Executive Director and WSBN Finance Manager to resolve. Assist in preparing budgets, work with the Executive Director and staff in all matters pertaining to budget changes and all program & administrative financial requirements in a professional, cooperative, and supportive manner at all times. Monitor grant/contract expenditures and revenues, ensuring adherence to various internal and external regulations. Administrative Coordination/Operation - 60% Serve as designated initial "Point of Contact" for local Association staff finance questions. Serve as designated local "Point of Contact" for WSBN Lead Finance Manager. Perform accounting functions according to association policy (FORM codes) including, but not limited to: A/R invoice creation/entry into accounting software. A/R cash receipts entry. Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. Reconcile monthly bank statements for all Association accounts. Maintain subsidiary journal for Fixed Assets based on physical inventories. Prepare and submit fiscal year-end financial reports and subsidiary ledgers to Cornell University Extension Administration. Prepare internal and external reports; acquire and maintain file documentation for funders according to the grant/contract guidelines and stipulations. Procure certificates of insurance; determine disability and indirect costs as required for grant budget development as requested. Prepare financial statements and reports including monthly, quarterly, and annual financial statements/reports. Reconcile and record monthly Cornell University billing for payroll and expenses. Ensure timely payment of the Cornell monthly operating statement by ordering ACH transfer by the deadline date. Record State and Federal appropriations received through Cornell University and make necessary adjustments to salary account distributions. Attend and participate in Association Board or committee meetings, as assigned. Collaborate with WSBN Finance staff and HROne with regard to unemployment claims and verification. Maintain association staff benefit/leave time records and accruals related to vacation, sick, and personal time in an accurate and timely manner. Maintain a strong connection to, and be an active participant with, the Western Region Shared Business Network (WSBN) Finance Manager to meet WSBN obligations. Maintain strict confidentiality of all records at all times. Provide direct support at the front desk as needed and assigned. Maintain pleasant relationships with the public through a variety of contacts - walk-in office visitors, telephone, e-mail, and written correspondence. Direct callers and visitors and/or provide basic information about programs and events in a professional and courteous manner at all times. Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures. Maintain confidentiality of all information and data collected, accessed and/or maintained. Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board, and others as requested. This position may require the transport of self and/or program materials/resources in performing position responsibilities. Professional Improvement and Other Duties as Assigned - 5% In cooperation with the Supervisor, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes in programming and association priorities. Participate in all required orientation, training, and/or in-service meetings and trainings as scheduled/required. Pursue personal growth through expanding personal knowledge of the total organization and through updating techniques and technical skills relating to the position. Carry out assignments and other duties as assigned by supervisor, including but not limited to local fairs, community activities, etc. Collaborate in activities that are in general support of Cornell Cooperative Extension including but not limited to attendance at staff meetings, timely reporting of expenses, working collaboratively with other staff, general marketing of Cooperative Extension programs and other duties as assigned. Maintain regular and predictable attendance and punctuality. Position requires on-site presence. Arrive on time and remain on site for all scheduled activities and duties. Health and Safety - Applies to all duties and functions Support the association to maintain a safe working environment. Be familiar and strive to follow any applicable federal, state, local regulations, association health and safety policy/procedure/requirement and standard. Act proactively to prevent accidents/injuries and communicate hazards to supervisors when identified. EEO/EPO and Policy - Applies to all duties and functions Conduct all activities in accordance with the Civil Rights Act, Title IX Rehabilitation, Americans with Disabilities Act, and local, state, and regional affirmative action plans. Appreciate and embrace diversity in all interactions with clientele, staff, volunteers, and the public. Assist the Cornell Cooperative Extension system in reaching out to diverse audiences. Represent Cornell Cooperative Extension to the public, community leaders, colleagues, volunteers, members of Cornell University faculty and staff, government officials and the general public in a professional manner. Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures, and Cornell Skills for Success. Contribute to the overall success of the organization by performing all assigned duties in a professional, timely, and accurate manner. At all times act in a professional Customer Service manner including but not limited to business-like demeanor, tactful communications, cooperative, helpful, positive, and receptive manner. ______________________________________________________________________________ POSITION DETAILS This is a full-time, non-exempt position, scheduled to work 40 hours per week, on-site from the Rochester, NY office. Remote work is not available for this position. ______________________________________________________________________________ COMPENSATION and BENEFITS $26.00 to $28.00 per hour commensurate with knowledge, skills, experience, and abilities. Excellent benefits, based on eligibility, including: Vacation, Sick and Personal time Paid Holidays NYS Health Insurance Program (including Dental Insurance) NYS Retirement Long-term Disability Insurance Voluntary Tax Deferred Annuity Voluntary Flexible Spending Accounts Voluntary Group Universal Life Insurance Voluntary Personal Accidental Insurance Voluntary Legal Plan Insurance Voluntary Long Term Care Insurance Voluntary Auto and Homeowner's Insurance Voluntary Pet Insurance Voluntary New York's College Savings Program ______________________________________________________________________________ APPLICATION DEADLINE Review of applications will begin immediately. Position may remain open for applications until satisfactory pool has been identified. Apply online by 11:59pm EST on Thursday, May 30, 2024. Contact Kimberly at with questions. ______________________________________________________________________________ HOW TO APPLY Upload *ALL* documents ( PDF or MS Word format ) at the beginning of the application process. This allows the system to pre-fill the application and saves you time. To be considered all applicants are requested to: (1) Complete all sections of the Online Application (2) Upload/attach a Cover Letter (2) Upload/attach a Resume (4) Upload/attach contact information for 3 Professional References READ THE APPLICATION INSTRUCTIONS BELOW TO BE SURE YOU ARE UPLOADING DOCUMENTS AS REQUESTED External Applicants (including current employees of other CCE offices) : Submit application materials via the "APPLY" button located within this job posting. Please refer to Applying for a Job (External Candidate for additional guidance. Internal Applicants (current employees working at this CCE office): Apply via Workday under the "Career, Talent and Performance" section. ______________________________________________________________________________ The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform the essential functions of their job. If you require an accommodation so you may participate in the selection process you are encouraged to contact the recruiter listed above. ______________________________________________________________________________ No relocation or VISA Sponsorship available. ______________________________________________________________________________ Job Title: Association Finance Coordinator Level: 005 Pay Rate Type: Hourly Company: Contract College Contact Name: Kimberly Amey 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. Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities. Individuals who bring a diverse perspective and are supportive of diversity are strongly encouraged to apply. 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.