Fiscal System Specialist

PURPOSE OF THE POSITION:
Maintain accurate and timely records in fiscal and payroll system and process transactions on a daily, weekly, and monthly basis, as applicable. 

BASIC QUALIFICATIONS:

• Two years of specialized education or equivalent experience, and maintenance and operation of fiscal systems.
• Computer knowledge including Microsoft Office Excel and Word, accounting software packages and other pertinent programs.
• Ability to use computerized accounting system to assess fiscal data and issue fiscal reports and checks.
• Knowledge of Nonprofit Accounting and Fiscal practices.
• Diverse and/or bilingual candidates are encouraged to apply.

• Process all fiscal forms and reports including, but not limited to:

• Purchase orders;
• Invoices;
• Contracts;
• Client payroll processing;
• Employee expense reports;
• Disbursement requests for payment including coding to appropriate accounts and entering into the accounting system.

• Cash Management:

• Monitor cash balances to comply with the organization’s Cash Management System;
• Request appropriate cash draw downs from the State of MN (DEED) by completing cash request forms;
• Make decisions needed to assure appropriate levels of cash are on hand;
• Communicate with and assist appropriate funding sources regarding cash drawdowns and questions regarding cash flow.

• Communicate with and assist local offices and management with development of appropriate forms and procedures to track cash, revenue, expenditures and payables.

• Assist with maintaining cost pools to assure charges are made to appropriated funding sources following the organization's procedures utilizing holding cost pools.

• Assist and work with PIC management and auditors to assure compliance with audit requirements and implementation of auditor’s recommendations.

• Maintain fiscal records and reports to comply with audit trails and provide accessibility to documents.

• Maintain fiscal reporting system and procedures (purchase orders, financial reports and report formats, and special requests for fiscal data by making appropriate adjustments in computer and software programming.

• Serve as Back-up for:

• Preparation and distribution of State, PIC management, boards, and other fiscal reports;
• Submitting monthly and annual fiscal reports to State;
• Communicating with the State agencies regarding questions and issues on reports;
• Updating computer system budgets and accounts as funding information (NGAs, etc.) are received or allocation are made;
• Distribution of internal and external reports following distribution lists and procedures;
• Work with the Executive Director on closeout of funds as projects and plans terminate.

• Assist with identification of duties and direction of temporary staff brought in to perform clerical work on a periodic basis.

• Payroll System:

• Maintain payroll records including pay level data, timecards, tax forms, and other employee data;
• Issue payroll for clients, including client worksheets for payroll reporting;
• Generate and submit quarterly payroll reports as required to the State and Federal authorities, including the following annual forms: 1099-MISC, 1099-NEC and 1096.

• Matching receipts/invoices, coding and computer entries.

• 401k Program:

• Determine employee 401k eligibility;
• Maintain all 401k Plan Documents;
• Work with 104k Administrator on Annual Employee Census and discretionary contributions.

• Other duties as assigned.