Senior Finance Officer

at Project Expedite Justice
Published June 28, 2024
Location New York, United States of America
Category Finance  
Job Type Full Time  

Description

 

The Senior Finance Officer will ensure compliance with U.S. and other government regulations and fiscal compliance with government donors, and will ensure financial transactions are done accurately and in a timely manner with proper documentation to support both programmatic and fiscal management / audit needs. The Senior Finance Officer may also be involved in day-to-day activities, including payables, receivables, allocation of costs, purchase request processing and purchasing, reconciliations, and data and transaction entry into Quickbooks. As needed, the Senior Finance Officer will review financial reports from subgrantees and advise on fiscal compliance. The Senior Finance

Officer will also liaise and coordinate with a Finance Officer, Finance Assistant and others.

 

Financial Management

Participate in the annual organizational budget development process, help monitor expenditures and variances;

Prepare and deposit funds into PEJ bank accounts as needed;

Perform bank reconciliations to ensure the accounting system matches to the bank accounts;

Manage and maintain petty cash (as needed), its use and documentation, and replenish as needed;

Maintain all financial files in alignment with procedures and audit needs;

Secure operational passcodes, keys, and other vehicles of access to accounting systems;

Ensure timely and accurate filing and renewal of State Charitable Registrations and other forms in compliance with federal and state agency requirements;

Align with systems, policies and procedures to ensure compliance with USG or other funding requirements;

Allocate costs to various grants and projects in line with budgets and regulations;

Ensure procurement regulations and policies are followed and maintain documentation for expenses;

Help prepare monthly and ad hoc financial reports for the Executive Director, Board of Directors, or others;

Ensure entries in Quickbooks are free of errors and are checked on a routine basis;

Participate in developing / reviewing the organizational budget and grant budgets and fiscal reports;

Adhere to document retention policies for financial records, including for subgrantees;

Ensure timely and accurate bookkeeping, bank deposits and reconciliations, receivables and payables and supervise Accounting Assistant to do the same;

With Finance Officer, handle accounts payable, including verification and approval process, coding and entry into Quickbooks;

With Finance Officer, handle accounts receivable, including coding and entry into Quickbooks in coordination with Development for private donations;

Help provide financial support and guidance to project implementation teams;

Help organize and assist in annual audit process;

Prepare organizational 990 report for review; and

Ensure all fiscal policies, procedures and documentation requirements are adhered to throughout all operations and report anomalies to the Director of finance.

Grants Management

Prepare grant budgets and financial reports for review by Director of Finance;

Review subgrantee budgets, and help prepare subaward agreements in line with USG requirements;

Review subgrantee financial reports and documentation and approve release of funds;

Training subgrantees in U.S. government regulations and ensure compliance;

Adhere to restricted grant budgets, and assist with budget modifications;

Allocate costs to grants or costs centers based on timesheets, coding from the field, subgrantee reports, utilizing PEJ procedures to ensure accurate assignment of costs; and

Coordinate with Finance Officer, Director of Finance and others to address any issues from PEJ staff or consultants.

Human Resources and Payroll

 

With Finance Officer, set up new employees and input payroll and tax information while ensuring all federal and state laws are upheld;

Review consultant contracts and invoices for payment;

Help train and orient staff on financial policies and procedures;

Manage payroll tax filings, workers compensation, and benefits for employees, and process year-end 1099’s for consultants; and

Coordinate with other departments to onboard new staff and consultants and ensure that documentation is complete.

Board

Help prepare fiscal reports and updates for board meetings and as requested.

Professional Qualifications

At least 7 years of professional experience, with a minimum of 5+ years of broad nonprofit financial management experience;

Proficiency in using Excel and Quickbooks or similar accounting software;

Substantial experience with policies, procedures and systems for and managing USG funds, including fund accounting, OMBs and CFRs, Buy America/Fly America, Leahy,and other USG regulations, including as these apply to sub-grants and contracts;

Experience in working with subgrants, including USG compliance;

Knowledge of IRS requirements;

Familiarity with U.S. human resource laws and regulations preferred;

Able to set priorities and multi-task while maintaining accuracy and meeting deadlines;

Excellent communications skills in working with a diverse remote staff and consultants;

Personal qualities of integrity, credibility, and dedication to the mission of PEJ;

Ability to thrive as part of a team with diverse experience, expertise, skills and objectives;

Please send your CV with "Application: Senior Finance Officer" in the subject line, and attach:

CV/resume (maximum of two pages);

Cover letter;

Writing sample (academic or related to the position)

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