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Finance

Payables Contract and Compliance Coordinator

JOB TITLE:             Payables Contract and Compliance Coordinator

DEPARTMENT:        Finance

REPORT TO:           Assistant Controller

DATE REVISED:      November 15, 2023

CLASSIFICATION:  Non-Exempt; hourly

JOB STATEMENT/PURPOSE:

This position is responsible for the account payable function including supporting contracts, and compliance.  This position is responsible for review and entry of vendor bills into the accounting system and  reviewing monthly credit card expense reports and posting monthly journal entries,  ensuring accurate coding and  compliance with the company policy and procedures. This position will support compliance efforts, including internal audits, file reviews and reports. This position is also responsible for supporting grant and contract onboarding, maintaining digital grant and contract files and various tracking logs.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Payables and Accounting

  1. Prepare accounting transactions with accurate class and general ledger account coding for subsidiary journals, vendor bills and credit cards.
  2. Assists in the preparation of the form 1099.
  3. Reviews initial coding of vendor bills in the automated bill entry system, ensuring Vendor files are complete with required documentation  including W-9, SAM.gov checks, Standard Work Agreements, Purchase Orders.
  4. Reviews monthly credit card expanse reports for accuracy in coding and documentation with receipts.
  5. Assists with the reconciliations of subsidiary ledger accounts to the general ledger and enters journal entries as directed to ensure a timely month end close.
  6. Reviews and maintains records for Standard Work Agreements, Purchase Orders
  7. Supports the other accounting functions of the department as needed including daily sales, cash receipts, and deposits.
  8. Provides general accounting clerical and administrative support for the accounting department.

Administration and Compliance:

  1. Prepare new grant and contract digital files in accordance with the established process. 
  2. Review the grant and contract agreements for key compliance and performance provisions and financial agreements and prepare summary.
  3. Prepare grant onboarding checklist.
  4. Calendar reporting, budget and financial and other obligation due dates.

 

  1. Working with Finance and Program Managers, perform ongoing review and support internal audits.
  2. Reconciles and reports differences or issues found in financial records, and grant files.
  3. Assists in the preparation for the annual audit.
  4. Develop knowledge in compliance guidelines pertaining to federal, state, and local compliance.
  5. Familiar with CFR Part 200 - UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS.

 

Reporting:

  1. Maintain a detailed database of both grants and contracts, to include calendaring of required reporting dates, and data collections. 
  2. Assist in the preparation and submission of required reporting for funding agencies to meet deadlines and ensure accuracy.

 

 

ESSENTIAL SKILLS:

 

  1. 3-5 years relevant experience in administration in business setting working with accounts payable, contracts, documents, and reports.
  2. High school diploma or equivalent required. Associate degree in related field along with continuing education and experience in related field desired.
  3. Professional in manner and appearance, able to communicate well with people from varied backgrounds and areas of responsibilities while ensuring compliance with company policy and procerus.
  4. Non-Profit, web-based accounting applications  and QuickBooks experience a plus.
  1. Ability to perform complex tasks, prioritize multiple projects, organizing, coordinating and records maintenance skills.
  2. Attention to detail.
  3. Commitment to Alaska Native Heritage Center mission and vision and familiarity with Alaska Native Cultures

 

Knowledge:

  1. General knowledge of contracts and business transactions.
  2. Basic to intermediate proficiency in computerized accounting systems (QuickBooks preferred). Solid math aptitude.
  3. Knowledge of or  willingness to learn  at a basic level, generally accepted accounting principles, nonprofit accounting standards, OMB circulars and requirements pertaining to 501c(3) organizations.
  4. Knowledge of utilizing standard Microsoft Office Suite applications.

Abilities:

  1. Ability to prepare reports and interpret budget spreadsheets.
  2. Ability to reconcile subsidiary documents to source documents.
  3. Ability to interpret and ensure compliance with written policy and procedures.

 

 

OTHER RESPONSIBILITIES:

 

  1. Additional duties as assigned based on the needs of the business.

 

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

 

Weather:

  1. Indoors: Primarily in an environmentally controlled office.

 

Noise level:

  1. Quiet to moderate.

 

Physical requirements:

  1. Employees are required to lift and/or move up to 10 lbs.
  2. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.

 

 

 

 

 

ACCEPTANCE and ACKNOWLEDGEMENT

 

I have reviewed and understand the above position description and believe it to be accurate and complete.

I also agree that ANHC retains the right to change this job description at any time and will provide me with written revisions and addendum prior to the installation of the new policies or requirements.

I will also be provided a copy of a Company Policy Manual, detailing other requirements and responsibilities, in addition to those stated in this document.  I also understand that, although there are areas, which can be delegated to other members of my staff, I am fully accountable for assuring that these areas are carried out on a daily or weekly basis.  The functional role of Grant Admin Coordinator cannot be delegated to another member of the team.

Therefore, the undersigned are in common agreement on the functional role of the Grant Admin Coordinator, as outlined in this document.  It is understood and agreed that this Position Description is intended to serve as a listing of the requirements for this position, the authority for action that the individual occupying the Grant Admin Coordinator position has and the responsibilities and duties to be performed.  This document is not intended as a contract for employment, nor does it guarantee employment for any period of time.   Employment is “At Will” and employment may be mutually terminated at any time.

 

 

 

________________________                                                          _______________________

Employee                                                                                             Supervisor

 

Date:________________                                                                 Date:_______________