Purchasing Specialist - Jobot : Job Details

This Jobot Job is hosted by: Milan Kacar

Are you a fit? Easy Apply now by clicking the Apply Now buttonand sending us your resume.

Salary: $65,000 - $75,000 per year

We are a network of community health centers that provides care to patients in Los Angeles.

• 85% employee paid and 50% dependent paid medical.
• 401K eligibility to participate from day one and up to 3% matching after one year
• Pet Insurance
• Generous work/life balance
• 14 Paid Holidays

JOB SUMMARY

Supports grants accounting and payroll staff, as assigned, from receipt of grant award to sunsetting of grant to ensure the organization reports, modifies, invoices and closes out grants, contracts and awards timely, completely and accurately to comply with all applicable codes, regulations, 75 Code of Federal Regulations 45, grant conditions and grant reporting requirements. Primarily in charge of facilitating organization and completion of grants deliverables to ensure grants monitoring tools are in place and there is audit readiness at all times. Primary go-to person for Payroll Manager for administrative support

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Pre-Award Phase:

Grants Monitoring:

• Coordinates, tracks and logs receipt of award and contract documentation related to grant/award budgets with Development
• Monitors monthly update of google tracker (tracks grant award, period, amount, spend-out, vacancies, scope of work) to ensure completed timely by Programs and Finance by 12th of each month
• Prepares Grants Dashboard monthly summarizing key performance indicators from Grants google tracker for Asst Controller and Chief Program Officer by 15th of each month
• Review Incentives logs by grants monthly to ensure ratable, documented distribution by 20th of each month
• Verify health benefit coverage for each employee assigned to a grant prior to invoicing for fringe benefits and validate monthly
• Review all grant funded capital expenditures to verify that they are properly identified to the correct grant (e.g. federal, state, private foundations etc.) with full details and documentation (e.g. vendor, item description, grant funding source, amount, invoice, procurement backup) and depreciated monthly
• Maintain change management tracking of
• grant funded positions which move to or from a grant or on or off a grant in ADP including title change, compensation change, grant change, JD update, need for time study identified as applicable for grant funded employees covered under multiple grants
• grant modification requests including approval by funder name, title, funding agency, date with documentation (e.g. email)

Reporting

• Create, maintain calendar of grant reports due, invoice due dates, upcoming audits, award close outs and provide timely communication 120, 90, 60, 30 days in advance to Grants Administrator staff/Assistant Controller

General Ledger Support

• Records Journal Entries to the General Ledgers as requested
• Prepares and posts deposits, including reconciling cash donations as needed

Record Keeping

• Archives and maintains up-to-date electronic files of all contracts, awards, grants

Audits

• Coordinates the calendar and assists with preparation for ongoing grant financial audits, financial statement audits, single audit cost reports etc., including preparation of schedules, communication with and follow up on audit related requests

Training

• Maintains knowledge of current federal issues relating to Grants & Single Audits of state, local government and non-profit organizations

Payroll Support:

• Prepare and process payment of manual/out-of-period checks
• Facilitate employee ad hoc payroll inquiries regarding compensation, title, department etc.
• Set up of new employees in automated procurement system for requisition
• Submits application for employee credit cards
• Work with HR to correct home department and/or location of employees based on where they work

Cross Training

• Trains on payroll processing review for as needed coverage
• Performs special projects and other duties as assigned by Assistant Controller

QUALIFICATIONS

• AA degree in related field or equivalent helpful
• One - two years related experience or equivalent, including in Finance
• Strong organizational, problem-solving, and analytical skills
• Ability to write clearly and concisely as well as edit copy for clarity and grammatical accuracy.
• Commitment to excellence and high standards
• Excellent written and oral communication skills
• Excellent presentation skills
• Ability to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Ability to work independently and as a member of various teams and committees
• Proficient with Microsoft Office and adaptable to quickly navigate new systems
• Proven ability to handle multiple projects and meet deadlines
• Demonstrated proficiency in supervising and motivating subordinates
• Basic competence in subordinates' duties and tasks
• Proven leadership and business acumen skills
• Excellent grammatical and spelling skills.

Interested in hearing more? Easy Apply now by clicking the Apply Now button.