The responsibilities of the US&BP Office Accountant are the processing of the accounting and finance needs of the US&BP Office. H/She works closely with US&BP Finance Director and program staff to keep project finances and office-related responsibilities flowing appropriately. H/She is responsible for following the internal control system established by the US&BP Finance Director, executing transactions in compliance with donor regulations, and managing the US&BP ACCPAC accounting system. H/She participates in the Field Support Team (FST) process to ensure adequate financial support to his/her field programs. H/She prepares financial reports for US&BP Finance Director’s review and monthly and quarterly submissions to IO for final reporting to funder. The execution of these duties requires a high level of analysis and independent thinking to facilitate the recognition of possible issues.
Key Duties and Responsibilities:
Accounting
- Processes accounting transactions including:
- Prepares and books Accounts Payable in ACCPAC
- Reviews coding for correct account and cost center allocation
- Make sure all transactions comply with Donor, Government and PCI regulations an all Internal control procedures are followed
- Assists in maintaining petty cash in coordination with field staff
- Prepares check requests, deposits and AMEX documentation
- Prints checks from ACCPAC making sure payments are mail on time
- Reconciles balance sheet accounts, Amex credit card, payroll at the end of the month
- Prepares journal entries including wire transfers and allocations to Cost Centers
- Enters authorized journal entries in ACCPAC
- Prepares match entries for IO review based on match documentation provided by program and sub-recipient staff members
- Assists in preparing required audit schedules and documentation
- Maintains inventory control and participates in annual physical inventory
- Maintains current knowledge of PCI Accounting Policies and Procedures, the ACCPAC accounting system, Excel, Sub-Award Manual, Procurement Manual and HR manual to determine the appropriate application of these tools and when necessary identifies where needs for technical/procedural support exist. Arranges for those needs to be met.
Maintains a general understanding of regulations governing grants in the US&BP field office (US government circulars, private foundations) with the ability to apply rules appropriately.
Along with Finance Director, h/she may provide technical support and financial supervision to subgrantees and subcontracts.
Perform all the Finance Director duties when needed.
Monthly prepares Budget versus Actuals reports from ACCPAC and tracks variances
Other duties assigned by the US&BP Director and Finance Director.
Office Administration:
- Provides staff with information regarding mileage, travel reports, travel advances and LDSs so they can be returned accurately and in time .
- Assist the Office Manager in ensuring the smooth flow of operations between the office and finance department.
Reporting
- Prepares for US&BP Finance Director review and approval monthly field office financial reports for submission to IO
- Prepares donor reports for FD review as well as other reports as needed.
- Assists FD in analyzing grants to determine billing requirements. Establishes necessary billing cycles and coordinates billing process or generates bill for funds expended for review by IO Grant Accountant. Required Experience
- Associates degree required; Bachelor’s degree preferred (preferably in accounting).
- Experience with computerized accounting packages required (ACCPAC preferred)
- Knowledge of US government grant regulations and nonprofit accounting. practices.
- Strong computer skills in Excel required.
- Experience monitoring program budgets required.
- Bilingual English/Spanish required.
- Excellent communication skills including writing, verbal and interpersonal relations and cross-cultural communication required.
- Experience providing technical assistance to sub grantees with limited experience in accounting and reporting to funders.
- Capacity for independent thinking and excellent analytical skills.
- Ability to meet deadlines and work under pressure.
- Demonstrated ability to function as a team member of a fluid organization.
- Attention to detail-must approach work in a meticulous and thorough manner.
- Confidentiality-must maintain the strictest confidentiality with sensitive information.
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