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POSITION SUMMARY: The Junior Accountant will assist the Senior Fiscal and Contract Analyst and the Fiscal and Contract Analyst in coordinating and processing accounts payable, including instructing the site fiscal clerk on policies and procedures. This positions other main focus is approving and allocating costs for requisitions entered in the electronic purchasing system. The Junior Accountant will create and update necessary fiscal forms and reports; prepare fiscal reports on contracts and other assigned budgets; troubleshoot fiscal issues and provide administrative clerical support for the Finance Division.

REPORTING RELATIONSHIPS: The Junior Accountant reports to the Budget Manager.

MAJOR RESPONSIBILITIES AND KEY TASKS:

• Accounts Payables:
  • Coordinate and process invoices, expense reports and advances for CFSS Head Start, Early Head Start and Child Care Programs. Tasks include answering inquiries from CFSS staff, accounting staff and vendors.
  • Investigate and reconcile outstanding payables and advances: Tasks include obtaining proper data from staff and vendors, reconciling vendor and Bank of America credit card statements.
  • Establish and monitor files: Tasks include making copies of reimbursement payables, updating the files, and sending files to storage.
  • Extract and investigate information from the NAV financial system by division, funding source and other dimensions, and/or vendor for documentation on problem items.
• Purchasing Plus:
  • Generate reports from Purchasing Plus to better monitor payment and approval status of purchase orders.
  • Assign General Ledger codes to requisition items in electronic purchasing system (Purchasing Plus) and approve them for payment.
  • Enter requisitions for recurring payables as well as one-time charges.
  • Work with site staff to more efficiently use Purchasing Plus.
• Contracts:
  • Monitor current contracts: Tasks include issuing a quarterly report for all contracts, tracking multiple payments, reconciling variances and notifying contact person if an amendment or new contract is needed.
• Fiscal Reports:
  • Assist the Finance Division in preparing annual budgets for the following CFSS programs: Head Start/Early Head Start, State, CPS and other budgets as assigned.
  • Prepare weekly, monthly and quarterly fiscal reports as assigned by the Senior Fiscal and Contract Analyst and other division staff. Tasks will include general ledger account analysis.
  • USDA Reporting - Issue monthly fiscal report to the Child and Adult food program: Tasks include filing verifying site reports, tracking catering and supply invoices and preparing related spread sheets.
• Fiscal Forms and Procedures:
  • Update and create fiscal forms that will be useful in obtaining and tracking data related to accounts payables and contracts.
  • Update, as needed, current fiscal procedures that will enable the most efficient processing of accounts payable.
• Fiscal Training:
  • Assist the division in scheduled fiscal trainings of CFSS and OPF staff. Tasks include presentation of various fiscal topics (contracts, advances, and expenses reports, etc.,), and preparation of instructional material for training manual.
  • Train new and current CFSS staff on fiscal issues including giving instructions on completing forms for contracts and payables, attaching proper receipts, reconciling advances and record keeping.
• Project Assignments:
  • Troubleshoot various fiscal issues as assigned by the Senior Fiscal and Contract Analyst and other division staff. Tasks include researching and obtaining data by telephone, reviewing files, and preparing related spreadsheets.
  • Provide administrative support - Assist with maintaining Finance divisional fiscal files, typing reports/memos/emails, copying, binding or mailing documentation, and prepping for division meetings.
  • Perform other duties as assigned

EDUCATIONAL AND WORK EXPERIENCE REQUIRMENTS:

• Associates Degree, or equivalent hours, in accounting or business administration, Bachelors degree preferred -OR
• equivalent working experience.

REQUIRED SKILLS/ABILITIES:

• At least 3 years working experience in an accounting environment that should include:
  • Processing accounts payables vouchers
  • Reconciling outstanding payables
  • Updating fiscal forms
  • Preparing computerized accounting reports, spreadsheets and word documents
  • Drafting and preparing correspondence
  • Maintaining and updating filing system

ESSENTIAL JOB FUNCTIONS:

• Must have excellent organizational and communication skills (written and verbal)
• Must be able to fluently speak, read, write and understand English
• Must have high figure aptitude and familiarity with basic accounting principles and practices and be able to interpret them
• Must be able to accurately compose correspondence, financial reports and other memoranda
• Must have advanced understanding of spreadsheet computer commands
• Must be able to use correct grammar and punctuation. Ability to proofread and edit written and online computerized documents
• Must be able to type 40 WPM, with proficient spreadsheet & word processing skills in a Windows environment
• Must be able to operate with proficiency personal computer and other office equipment such as calculator, fax machine and copier
• Must be able to work overtime hours during peak periods
• Must be able to travel occasionally within and between Grantee and Delegate sites

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