"Alerted.org

TITLE: Fiscal Officer

AREA: Finance

REPORTS TO: Fiscal Coordinator

STATUS :  Full time  Part Time

CLASIFICATION (FLSA):  Exempt  Non-Exempt

GENERAL DESCRIPTION

Provide high-level support in managing the organization's accounting, fiscal processes, and administrative tasks. This role ensures accuracy and compliance with financial regulations, while assisting with documentation management and coordination between departments.

KEY RESPONSIBILITIES

+ Oversee accounts with a range of $3 million to $8 million, ensuring proper financial controls and reporting.

+ Review and validate biweekly employee information submitted by the Fiscal Coordinator (e.g., check vouchers, attendance sheets), ensuring alignment with payroll registers, assigned hours, pay rates, and the terms outlined in the proposals.

+ Review payments for assigned proposals, including check requisitions, receipts, participant lists, and authorizations for approved activities. Ensure expenses are categorized correctly according to the guidelines provided by the proponent or private investor.

+ Prepare and submit fiscal reports and fund requests in accordance with agency requirements (monthly, quarterly, or as required).

+ Collect and include additional required documentation such as contracts, inventory controls, bank reconciliations, and job creation/retention reports subsidized by the proposal or investor.

+ Upload and maintain digital copies of all relevant documents in the designated Invoicing SharePoint folder, ensuring compliance with the platform established by the funding source.

+ Oversee jobs and salaries for units and proposals, ensuring alignment with the Grant Manager's directives.

+ Actively participate in meetings related to fiscal processes with the Grant Manager and Program Manager to ensure alignment with organizational goals.

+ Coordinate with external evaluators during fiscal monitoring, ensuring the organization remains compliant and free from any issues with the support of the Fiscal Coordinator and Finance Senior Manager.

+ Maintain effective communication with agencies regarding fiscal matters for assigned accounts (e.g., reports, invoices, budgets, and payments).

+ Document essential job processes and contribute to special projects as needed.

+ Work closely with the Property Analyst to ensure accurate property and equipment registration for assigned accounts.

+ Oversee and manage the reclassification of expenses for assigned accounts, ensuring accuracy and compliance with fiscal guidelines.

+ Support cross-training initiatives with the Accounts Payable Officer, particularly in managing credit card payments, gas expenses, petty cash, and other payment processes.

+ Maintain open and professional communication via phone, email, and in person regarding the evaluation of budgets, requisitions, and checks with assigned locations.

+ Perform additional tasks as required to support the department and organization.

QUALIFICATIONS

Education

+ Bachelor’s degree in accounting, finance or related area.

Experience

+ At least two (2) years of experience in related field.

Specific Skills

+ Financial Management: Ability to manage multi-million dollar accounts, ensuring accurate financial oversight and compliance with budgets and financial regulations.

+ Payroll Systems Knowledge: Proficiency in payroll systems and understanding of payroll structures, including the ability to verify and reconcile pay rates, hours, and deductions.

+ Attention to Detail: Strong focus on accuracy, ensuring that financial records, reports, and documents are correct and aligned with the proposal guidelines.

+ Accounting Software Proficiency: Advanced knowledge of accounting software (e.g., Excel, QuickBooks, or other financial management platforms) for tracking payments, creating reports, and maintaining financial data.

+ Report Generation and Analysis: Ability to prepare clear and concise fiscal reports and requests for funds, with the skill to analyze and interpret financial data.

+ Communication Skills: Excellent written and verbal communication skills for engaging with stakeholders, including internal teams, external agencies, and evaluators.

+ Compliance and Regulatory Knowledge: Understanding of financial regulations, tax requirements, and compliance standards, ensuring the organization adheres to relevant guidelines and is prepared for external audits.

+ Problem-Solving: Strong analytical and problem-solving abilities to identify and resolve discrepancies in financial records and ensure smooth operations.

+ Team Collaboration: Ability to collaborate across departments and lead cross-functional teams, providing guidance and support as needed.

+ Time Management: Strong organizational skills with the ability to prioritize tasks effectively, especially during peak periods (e.g., report deadlines, audits).

+ Safety Awareness: Knowledge of workplace safety protocols, ensuring that fiscal processes comply with organizational safety standards.

Physical Requirements

+ Sedentary Work: The role primarily involves office-based tasks, such as reviewing documents, preparing reports, and using computer systems for data entry and analysis. Must be able to sit for extended periods of time.

+ Manual Dexterity: Frequent use of a computer keyboard, mouse, and other office equipment is required for document preparation, data entry, and communication tasks.

+ Occasional Lifting: The ability to lift and carry light office supplies (up to 10 pounds) as needed, such as filing materials or office documents.

+ Visual and Auditory: Must be able to read and review printed and digital documents and communicate effectively in person, by phone, and via email.

WORK ENVIRONMENT

+ Office Setting: This role is typically performed in a standard office environment with standard office equipment (computers, printers, etc.).

+ Work Schedule: Full-time position with standard business hours; occasional overtime may be required to meet deadlines or during busy fiscal periods.

+ Collaboration: Frequent interaction with cross-functional teams, external agencies, and stakeholders in meetings or via communication platforms (calls, emails).

+ Pressure and Deadlines: The role may require managing multiple tasks simultaneously under time constraints, especially around fiscal reporting periods or audit reviews.

+ Environment of Constant Change: Must be able to adapt to evolving tax regulations, agency requirements, and organizational goals.

DISCLAIMER

+ The information provided outlines the general nature and scope of work typically expected of employees in this role. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or objectives required for the position.

+ We are an Equal Employment Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.