Contracts Coordinator - Riverhead, NY

The posting

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

HOW TO APPLY:

Review of applications will begin immediately. The position will remain open until a qualified pool of candidates is obtained.

Applicants need to:

Attach/upload a resume to the online application in either Microsoft Word or PDF format. Attach/upload a cover letter to the online application in either Microsoft Word or PDF format. Attach/upload contacts info for three references to the online application in either Microsoft Word or PDF format.

In the "Experience" section of your application, use the Paperclip icon to search for file(s) or use the "Drop Files Here" box to manually drag document(s) into your application. Once the application is submitted, you will not be able to change your submission or add attachments.

External Applicants: (including current employees of other Cornell Cooperative Extension Associations), please refer to the Applying for a Job (External Candidate) document for additional guidance.

Internal Applicants: Current employees of the Cornell Cooperative Extension Association indicated in this job posting are considered internal applicants; please refer to the Applying for a Job (Internal Candidate) document for additional guidance.

The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform their essential functions. If you require an accommodation to participate in the selection process, you are encouraged to contact Cornell Cooperative Extension of Suffolk County Human Resources at (631) 727-7850 or via email at [email protected]

Cornell Cooperative Extension is an equal opportunity employer. For more information, visit hr.cornell.edu/eeo.

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 functions

· Support the Association to maintain a safe working environment.

· Be familiar with 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.

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.