Part-Time Operations Specialist at Francis House, Inc.

Description

Position Summary:

In conjunction with the contracted third-party accounting firm, the Operations Specialist is responsible for the oversight of Francis House’s financial operations. This position acts as an internal resource preparing necessary documentation, provides employee support regarding work-related financial transactions, and acts as an advisor to the Francis House Auxiliary regarding established accounting procedures. 

Essential Job Duties and Responsibilities (Additional duties may be assigned):

Third-party Accounting Support

· Accounts Payable

o Provides support by forwarding all Francis House bills to the third-party accountant to be entered into Bill.com for payment.

o In coordination with the Board Treasurer, may approve monthly invoices for payment.

o Writes manual checks on an as needed basis and provides detailed information to accountant for reconciliation purposes. 

· Accounts Receivable

o Prepares and sends deposit summaries to third party accountant, as needed.

o Maintains relationships with local hospitals and prepares quarterly resident invoices. 

· Credit Card Transactions

o Reviews employee credit card statements monthly.

o Reconciles with receipts and appropriate GL accounts in coordination with third-party accountant. 

· Annual Budget

o Assists with budget preparation for operating budget as well as Francis House Auxiliary. 

· Annual Audit

o Assists with preparing all financial information and reports for annual audit process. 

o Acts as Francis House internal contact, providing auditors with financial information. 

· Other

o Acts as the internal resource for third-party accountant, providing financial information, reporting, etc. as needed. 

Internal Accounting Support

· Assists with the documentation of all internal controls and guidelines for accounting transactions. 

· Resource to employees regarding internal financial procedures. 

· Presents financials to the Finance Committee on a bi-monthly basis. 

· Advises Francis House Auxiliary members regarding financial procedures.

· Responsible for the commercial insurance policies and annual renewals for Francis House, in coordination with third-party insurance agency. 

· Provides back-up to the Human Resources department with payroll, 401k and benefit administration on an as needed basis. 

Location:

This is an on-site position at Francis House located at 108 Michaels Ave. Syracuse, NY 13208

Requirements

Education and Experience:

· Associate’s degree in accounting or related field. 

· Two to three years of experience as an Office Manager, Business Manager, or Bookkeeper required.

· Experience in not-for-profit organization preferred. 

· Proficiency with accounting software and financial management systems, QuickBooks preferred. 

· Previous payroll & benefits experience preferred, Paylocity experience preferred. 

Resident Care/Service Accountabilities:

· Support the organization’s mission, vision, and values.

· Demonstrate a commitment to Francis House's philosophy of care.

· Demonstrate a sensitivity to and understanding of death, dying, bereavement, ethical issues, and palliative care.

· Maintain the organization’s and client's confidentiality at all times.

Knowledge, Skills, and Abilities:

· Knowledge of relevant financial regulations and compliance standards.

· Experience in budget preparation and financial reporting.

· Ability to analyze financial data and prepare reports.

· Experience with financial audits and internal controls.

· Proficient with Microsoft Office software. 

· Excellent data skills and ability to use Excel functions; a strong understanding of formulas. 

· Excellent verbal and written communication skills.

· Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.

· High level of accuracy and attention to detail.

· Strong analytical and problem-solving skills.

· Ability to prioritize and organize work in a multitasked environment.

· Must have the ability to act and perform exemplary work independently.

Specific Accountabilities: 

· Believes in and supports the Francis House mission, vision and values and supports its philosophy of care.

· Sensitive to the needs of those in palliative care.

· Maintains organizational and client confidentiality at all times.