Grant Staff Accountant

Grant Staff Accountant

Covenant House Missouri (CHMO) welcomes youth who are runaway, trafficked, at-risk, or experiencing homelessness with unconditional love, absolute respect and a place to call home. Beyond shelter and basic needs, we deliver transformative solutions to help young people ages 16 to 24 build productive, independent and sustainable lives.

Purpose Of Position

The incumbent has day-to-day responsibility for the accounting, financial reporting, and cash management activities of Covenant House Missouri and contributes to the overall success of the organization by effectively managing all financial tasks for the organization in a manner which reflects the mission, philosophy and policies of Covenant House.

Summary Of Duties

• Responsible for accounting for all CHMO income, donated items and services, expenditures, assets and liabilities
• Daily maintenance of the general ledger, accounts payable, accounts receivable, and cash position. Reviews accounting data to ensure that the correct accounting treatment is accorded.
• Reviews accounting data and consults with advisors to ensure transactions are recorded using the correct accounting treatment
• Administers financial management and grant reporting policies and procedures in a manner consistent with corporate guidelines and local needs, and ensures use of effective internal controls and accounting procedures.
• Maximizes the revenue available from government grants and contracts by timely invoicing and effective management of receivables Records and monitors use of all contributed, purchased, and leased physical assets.
• Executes the monthly billing and invoicing process for all government contracts in a timely and accurate manner; share grant utilization statistics with key team members; completes necessary stewardship reports to validate billings.
• Provide support for the grant management process, including acknowledgement of grant awards, recognition of grantors, data management, and reporting to funders.
• Manages the timely input of accounts payable, accounts receivable, payroll, and general journal transactions into Corporate accounting software system, assuring proper source documentation for all transactions.
• Collaborates with managers, Human Resources, and all team members to ensure the semimonthly payroll is processed accurately and timely Maintains records for: contracts, leases, service agreements, and other items of a legal nature.
• Produces timely, accurate financial reports including detailed management reports, reports to the parent organization, financial reports to funding agencies, and annual financial statements produced in accordance with GAAP for nonprofit organizations.
• Supports the development of the annual operating and capital budgets, produces budget status reports, analyses, financial projections, and periodic ratio analysis.
• Ensures compliance with state, local, and federal tax requirements including production of the 990, W-2s, 1099s
• Ensures compliance with all state, local, and federal regulations for the withholding and payment of payroll tax
• Participates in contract compliance related to financial management and reporting for state, local, federal, and non-government grants and contracts Participates in the annual audit, provides supporting documentation to the CPA firm performing the audit, and participates in other financial audits as required.
• Remain up to date on federal and state laws related to the organization and update policies accordingly
• Performs other duties as assigned

Financial Statement Preparation

• Meet Monthly Closing deadline
• Prepare and post Journal Entries
• Issue monthly Financial Statements prepared in accordance with GAAP: Balance Sheet, Statement of Activities, and Cash Flow
• Prepare General Ledger Account Balance reconciliations with a focus on Balance Sheet accounts
• Prepare Budget Variance analysis descriptions

Audit Support

• Assemble and organize support documents for grant auditors and external auditors
• Collaborate with Agency Leadership and external auditors to resolve audit questions

Fixed Assets

• Maintain a list of fixed assets, source documents and invoices, and non-capitalized computer equipment
• Maintain depreciation schedules in Excel

Purchasing

• Monitor finance office supply levels and reorder as necessary
• Purchase computer and telephony peripherals and equipment as required

Vendors, Notes Payable, Account Payable

• Pay vendor invoices in a timely manner
• Take all vendor discounts when available
• Accurately maintain Vendor Profiles, collaborate with Director of Finance for the entry of each new vendor, and identify vendors subject to Form 1099 regulations

Banking

• Only in the absence of another Finance Department team member:
  • Record cash receipts (Cash, Checks, and Credit Cards) in QuickBooks
  • Make deposits using Remote Capture software
• Reconcile deposits: QuickBooks to Donor Perfect

Accounts Receivable and Grants Receivable

• Execute monthly billing and invoicing process for all government contracts in a timely & accurate manner
• Issue Internal Invoices to track Grant Income and Receivable Balances
• Issue internal invoices to track donor pledges

Payroll Processing - Semimonthly (cross-trained and serve as back-up to Senior Manager of Finance)

• Gather appropriate data to process payroll with our Payroll Service Provider
• Collaborate with Human Resources to ensure Employee Status Changes are accurately reflected on Payroll
• Collaborate with Human Resources to ensure the vendor charges for Health, Dental, Vision, and Life Insurance are accurately reflected in employee withholding
• Collaborate with managers regarding questionable hours or other data
• Work face-to-face with team members (no electronic communication) to process all direct deposit requests

Other

• Maintain an orderly accounting filing system
• Follow accounting policies and procedures, and aid in their assembly and periodic revision
• Provide administrative support to other management team members as requested

Working Relationships

• Frequent and regular internal contact with all CHMO staff, outside contacts with vendors and suppliers, outside agencies, the public, and the community
• Interact on a regular basis with the executive leadership to review financial impact of daily operations
• In depth reporting to the executive leadership regarding the financial operations of the agency
• Meet with the finance committee to discuss the financial activities of the organization as needed
• Interact with Advancement department to ensure all donations are properly recorded
• Interact with team leaders to discuss their departments' financial performance
• Provide training to departments on financial matters as requested
• Interact with the grantors, auditors, and attend meetings regarding new grants and grant modifications

Education, Knowledge, and Work Environment

Education

Bachelor's Degree in Accounting or Finance required or a minimum of 24 credit hours of accounting and 5 years of experience in accounting department. Nonprofit experience preferred.

Knowledge

• Knowledge of Generally Accepted Accounting Principles
• QuickBooks and NetSuite Online Software experience preferred
• Detail oriented
• Knowledgeable of the requirements for managing government grants and experience in cash management
• Ability to conceptualize the effects of transactions and accounting controls on the overall accounting system
• Excellent analytical and spreadsheet skills, including Excel
• Excellent interpersonal skills and a customer service focus
• Ability to juggle multiple tasks simultaneously and to work well under pressure
• Strong organizational and planning skills