Administrative Specialist II

Are you looking to join a Dynamic Team? The Center for Health Innovation (CHI) is seeking an Administrative Specialist II. This position requires a bachelor’s degree in Finance, Accounting, Business Administration, or a related field (two-years’ experience may substitute for one year of education). Candidates should be detail-oriented, have strong organizational skills; coordination and communication skills; the ability to travel when needed; and strong interpersonal skills. Salary range: $38,500 – $55,000.

Review the full position description below.  Send resume and letter of interest to Joyce Rico at jrico@chi-phi.org.   

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Position Description

Position Summary: Under the direction of the Finance/HR Director or designated Supervisor, performs basic functions of the Finance Department including grants and contracts management, financial management of CHI and organizations under contract with CHI, including accounting-related activities, as well as routine functions of the Human Resources and Payroll management.

Essential Duties and Responsibilities:

• Organizes and maintains all CHI financial, grants management, and payroll records and files electronically.
• Ensures copies of original Notice of Grant Awards (NGAs) are maintained for CHI, NRC, and other nonprofits under contract with CHI (a copy of the NGA must be on file in the CHI central grants and contracts file).
• Ensures copies of all contracts or subcontracts with CHI and between CHI and other entities are current and filed.
• Assists project directors/managers with management of subcontracts or professional service agreements. This may include tracking to ensure timely submission of invoices from regular contractors, securing approval from program director prior to payment, timely submission of invoices from CHI for payment.
• Prepares and analyzes grant project budgets and reviews with managers/directors quarterly.
• Grants management data entry.Secures an independent accounting firm as required for nonprofits to conduct an annual independent audit of CHI and its contracted nonprofits consistent with federal grants recipient rules under OMB Super Circular 2 CFR Part 200 and all IRS requirements.
• Secures an accounting firm for CHI and its contracted nonprofits for 990 forms filing.
• Responsible for preparing, tracking and timely filing of all financial forms and reports for CHIand its managed nonprofits. This includes managing federal drawdowns and all required financial reports.
• Ensures Federal financial reports are submitted in a timely manner.
• Handles deposits in a manner to ensure appropriate separation of duties with other CHI staff
• Assists directors in developing fiscal policies and procedures for CHI and its managed nonprofits.Maintains standard operating procedures for financial duties.
• Assists in preparing monthly financial statements and back-up tracking for contracted nonprofits.
• Reconciles bank statements with expenses and deposits.
• Enter budget tracking sheets to include all monthly expenses for approval of project director.
• Ensures back-up for all expenses.
• Reviews monthly CHI GL detail and gets authorization from managers/directors.
• Responsible for submitting and/or tracking all invoices and accounts receivable.
• Prepares CHI indirect cost allocations annually and updates regularly throughout the fiscal year.
• Ensures all state and federal payroll taxes for CHI-managed nonprofits are paid in a timely manner.
• Process accurate and timely year-end reporting (W-4, W-2, W-9 and 1099’s) for CHI and its managed non-profits.
• Implements, maintains, and reviews payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
• Ensures accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.
• Administer HR policies and procedures.
• Process job postings.
• Process background checks and schedule drug and alcohol screenings
• Maintain benefit records in payroll system and database
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Keep track of wages, compensation benefit rates and new hire information
• Prepare and execute pay orders through an electronic system to distribute paychecks
• Address issues with questions regarding payroll from all employees
• Adheres to the strictest confidentiality practices and standards
• Attends regularly scheduled CHI staff meetings and other meetings as assigned by Supervisor
• Documents meeting minutes for CHI Board of Directors and other CHI contracted nonprofits as requested
• Performs other duties as assigned

Compliance Provision
The Accounting Specialist II position requires compliance with written CHI standards, including its Standards of Conduct and policies and procedures. Such compliance will be an element considered as part of the regular performance evaluation. Failure to comply with CHI written standards and policies, which may include the failure to report any conduct or event that potentially violates legal or compliance requirements or CHI written standards and policies, will be met by the enforcement of disciplinary action, up to and including possible termination of employment, in accordance with CHI Personnel Policy and Procedure.

Minimum Qualifications:

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field required (two-years’ experience may substitute for one-year education).
• A minimum of two years work experience in similar position required.
• Ability to maintain effective working relationships with all employees and department needs.
• Ability to communicate clearly and concisely orally and in writing.
• Self-motivated, independent, flexible, creative, and responsible.
• Must possess excellent organizational skills.
• Ability to meet deadlines.

Required Skills:

• Demonstrate understanding of basic accounting practices and principles of Fund Accounting.
• Knowledge of accounting software.
• Skilled in the use of Microsoft Office Suite including Word, Excel, PowerPoint, OneNote and Outlook, and willingness to experiment and work with new technologies.
• Ensure compliance in all areas related to grant and contract management.
• Ensure grant and/or contract award responsibilities are completed.
• Base knowledge of applicable Federal and State HR/Payroll Laws (FMLA, FLSA, e.g.) and IRS regulations that impact payroll.
• Knowledge of Human Resources principles and practices.
• Must be willing to use personal vehicle in the course of employment.
• Must be willing to do inter and intra-state travel as needed.

Physical Demands/Working Conditions

• Standing – May require standing for periods of time and on an intermittent
• basis
• Sitting -Requires sitting for long periods of time; Frequent use of computer and keyboard
• Walking – Requires walking on an on intermittent basis; Occasional prolonged walking
• Pushing/Pulling – Push carts with materials, etc. from time to time
• Squatting/Kneeling – Kneels or squats to plug/unplug various equipment intermittently; Frequent reaching, stooping, bending, and crouching
• Lifting – Lifts necessary supplies and equipment utilized for job function (occasionally lifts, supplies/equipment up to 50 lbs.)
• Carrying – Carries materials, etc. from time to time
• Vision – Ability to read correspondence, reports, books, periodicals, and computer screen etc.
• Hearing – Ability to perceive speech at normal loudness levels and to be able to respond to alarms, answering phone, etc.
• Psychological – Ability to respond appropriately to stressful work and multiple demands. Resolves conflicts effectively, prioritizes task, responds to emergencies and reacts calmly. Knowledge or relevant office equipment. Knowledge of common safety hazards and precautions to establish a safe work environment.
• Physiological Work is primarily performed indoors in a controlled environment.

Special Requirements

• Must be willing to use personal vehicle in the course of employment. Must be willing to do inter- and intra-state travel as needed.
• Must be able to travel.