Finance Specialist

Responsibilities

1. Process all incoming cash/check/credit card transactions for Center (Accounts receivable). Submit all receivables for the day to Finance Director for double check of accuracy and cost code distribution. Deposit receipts of cash and/or checks to the bank weekly, being sure to process an end-of-month deposit on the last working day of each month. Maintain receivables spreadsheet for verification purposes of all incoming cash and/or check payments.

2. Prepare checks for signature(s) for all invoices and expenses approved by the Chief Executive Officer (payroll, all routine and special invoices except those listed below), Chief Operating Officer (DPS, interpreters) or Finance Director (phone, client assistance, mileage and other travel) and maintain documentation of expenses and approval. (Accounts payable), including Refunds to clients by date each month. Devise system for ensuring accuracy of check amount, coding, vendor and address. Secure second signature for the Center checks over $5,000 and the MCCPE checks over $1,500.

3. Code expenses and revenue according to the Chart of Accounts. Maintain the computerized fund accounting system by inputting all coded expenses and revenues into the journal and general ledger.

4. Verify monthly staff insurance/benefits billings, add new employees, convert COBRA and process off and separating employees. (health, dental, long-term disability, Life, AFLAC, and Flex)

5. Prepare payroll sheet for approval for each pay day for both full-time and part-time staff. Transmit payroll tax on due date. Alert Finance Director to transmit when on leave. Calculate partial payroll checks at the beginning or ending of employee’s tenure. Verify employee insurance reports and prepare checks. Prepare 941 and TWC reports by due dates. Prepare W-2s and 1099s. Maintain payroll and tax records. Prepare and submit the Comptroller’s franchise quarterly sales tax report. All reports are to be reviewed by the Finance Director.

6. Provide staff requesting client assistance a copy of check for client file when giving original check for processing. Pull all direct deposit payments for the prior month during the first week of the current month. Make copies of all direct deposits and provide copies to staff for client files. Enter encounter into CONTINUUM for each client receiving check or direct deposit assistance, stating that check/direct deposit is being placed in staff member’s box for processing and/or filing. Save electronic copies of all direct deposit payments made to clients each month on U Drive.

7. Maintain non-grant cost centers on the Grant Tracking Spreadsheet located in the Supervisors folder

8. Maintain inventory tracking spreadsheet for the Montrose Center office property. Receive item details from Finance Director and tag number from IT & Property Management Specialist. Data should be sufficient to complete funding source inventory control reports. Update staff member to whom equipment and furniture is assigned when staffing changes take place. Conduct full inventory check annually with the IT & Property Management Specialist.

9. Manage gift cards for all programs for client/staff incentives, client assistance, food pantry, and donations by tracking cards distributed by program, date, staff member and client. Ensure that staff requesting cards for distribution provide updated log of previously distributed cards before receiving additional cards for their clients. Conduct annual audit of gift cards, comparing physical cards in safe to excel log sheets on U drive.

Requirements

1. Bachelor’s degree in accounting preferred. If employee does not have the degree, a high school diploma or GED and two (2) years’ formal training in bookkeeping required.

2. Completion of all training by the stated deadline required under the relevant sections of §14.5, §14.6 and §14.7 of the Human Resources Manual.

3. Complete CPCDMS training the Harris County Health Department.

4. Knowledge of standard management and human services practices and principles and grant reporting.

5. A perspective accepting of a wide variety of people's problems, attitudes and lifestyles. Good interpersonal skills and the ability to work on a team.

6. Access to reliable transportation, a current Texas Driver’s License and auto insurance.

Equal Opportunity Employer:
It is the policy of the Montrose Center to recruit, hire, train, compensate and promote staff members on the basis of merit and without discrimination on the basis of age, sex, race, national origin, disability, religious preference, marital status, parental status, pregnancy, political affiliation or belief, sexual orientation or gender identity or expression.