Are you looking for an opportunity to work in a caring and community focused environment? At Covenant Community Care, we are a faith based non-profit, Federally Qualified Health Center serving the communities of Detroit in our clinics that offer integrated medical, dental and counseling healthcare services. We have an immediate opening for a Full-time Accountant/Purchasing Agent.
GENERAL DESCRIPTION:
Under the general supervision of the Controller, the Accountant/Purchasing Agent administer the purchasing function for all departments of Covenant Community Care in all areas of accounting, including payroll, general ledger, accounts payable, accounts receivable, and grant accounting. Additionally, the Accountant/Purchasing Agent administers the purchasing function for all departments of Covenant Community Care, interacting daily with vendors, colleagues, and senior leadership to ensure the best value for the organization in a manner consistent with federal regulations and industry best practices.
TASKS & RESPONSIBILITIES:
Accounting Function
The Accountant/Purchasing Agent is part of a collaborative accounting team and may perform some or all of the following tasks each month, as assigned by the Controller:
• Maintain a file of all outstanding invoices organized by due date.
• Assist with the payables process:
o Gather invoices, receipts, packing slips, and other supporting documentation from all departments.
o Monitor purchasing for each vendor and alert Controller of any unusual changes.
o Work with staff and vendors to ensure invoices are accurate. Correct any billing errors identified.
o Prepare paperwork for approval, selecting account, fund, and department if known.
o Forward to CFO or Controller for review and approval for payment.
o Pay via established method of payment.
o File documentation by vendor (by month for miscellaneous purchases).
• Assist with the receivables process
o Process bank deposits for all cash receipts
• Enter credit card purchases into accounting system
• Collect petty cash receipts from all petty cash custodians on a monthly basis and reconcile receipts to cash on hand. Distribute replenishment cash to custodians. (See Petty Cash Policies & Procedures for detailed instructions.)
• Prepare a Credit Card Expense Report for each cardholder on a monthly basis. Attach receipts and gather signatures from the cardholder and the cardholder's supervisor. File by month. (See Credit Card Policies & Procedures for detailed instructions.)
• Prepare the Petty Cash Report on a monthly basis
• Enter contributions into donor software on a weekly basis
• Open and process the mail
• Assist with payroll processing
• Assist Controller with reconciliations
• Assist Controller with month-end close
Purchasing Function
• Monitor the internal ticket system and assess purchasing requests. Ensure a prompt response to all tickets, either by completing the request, discussing alternative options with the requesting department, or communicating that the resources to complete the request are not available.
• Identify potential new vendors and evaluate qualifications, terms, and pricing.
• Prepare and process requisitions and purchase orders.
• With support and direction from the Controller and CFO, lead the process of developing specifications/statements of work for equipment and services.
• With support and direction from the Controller and CFO, lead clinical and administrative staff in drafting requests for proposal (RFP) documents for major purchases.
• Evaluate contracts from potential vendors, highlighting key terms and areas of concern for CFO review.
• As directed by the Controller and CFO, represent the organization in negotiating prices, terms, and contracts with vendors.
• Serve as the primary administrative point of contact for vendors. Authorize the creation/termination of vendor accounts as needed.
• Review and evaluate competitive bids from contractors. Maintain documentation of reason for selection.
• Maintain purchasing records for annual review by external auditors.
• Create and maintain detailed purchasing procedures to allow cross training within the Finance Department.
Purchasing Compliance
• Maintain a thorough and detailed understanding of federal purchasing rules for non-profit grantees.
• Monitor purchasing activity to ensure compliance with all internal policies/processes and federal rules. In cases where purchasing activity diverges from established standards, communicate the issue to managers and staff, working collaboratively to find solutions. In cases where attempts to resolve an issue are unsuccessful, recommend corrective action to the Controller.
• Maintain files on all active vendors which include, at a minimum: W9, certificate(s) of insurance, and verification that vendor is not found on the OIG Exclusion List.
Advising, Analysis and Reporting
• Periodically, review purchasing history and advise clinical and administrative staff of potential alternatives for reducing costs or increasing quality on future purchases.
• Prepare internal reports and analyses evaluating vendor qualifications and proposals for Management.
Asset Management
• Tag and track all fixed assets in accordance with organizational policy.
• In collaboration with the Controller, conduct an annual inventory of fixed assets to reconcile accounting records with current conditions.
Other Duties
• Participate in the development of financial policies and procedures.
• Demonstrate a commitment to upholding the Mission of Covenant Community Care - To show and share the love of God as seen in the good news of Jesus Christ by providing integrated, affordable and quality care to those who need it most.
• Other duties as assigned
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each of the above responsibilities with excellence. The requirements listed below are representative of the knowledge, skill, and/or work style required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Bachelor's degree in Accounting, or a related field with demonstrated coursework and knowledge in Accounting (required)
• Three+ years of accounting and finance experience (preferred)
• Work experience in a non-profit community, specifically with grant accounting (preferred)
• Knowledge of federal grants and regulations, grant administration systems, processes and budgeting (preferred)
KNOWLEDGE, SKILLS, & ABILITIES:
Technical -
• Strong understanding of and proficiency in Microsoft excel and other Office products
• Ability to develop advanced spreadsheet applications
• Ability to resolve accounting problems and prepare financial analyses
• Knowledge and understanding of fund accounting, budgetary appropriations, OMB Uniform Guidance for Federal Awards, internal financial controls and GAAP.
Communication - Communicate with others to convey information effectively.
Service Orientation - Actively looking for ways to help people.
Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to
make improvements or take corrective action.
Dependable - Completing assigned tasks and commitments, available for work and meetings, punctual, committed to colleagues and staff.
Efficient - Completing assigned tasks in a timely and accurate fashion, managing time, meeting
objectives, prioritize and integrate change.
Organized - Desk/workstation in order, can retrieve requested items, others can pick up staff
member's work in their absence.
Teamwork - assists others, supports others, committed to success of the organization, self-sacrificing, leads in areas of expertise, seeks help when needed, positive team spirit, openness to others' views.
Must be able to communicate and interact with coworkers.
Professionalism - appearance and attitude are appropriate to duties, friendly, not joking or having personal conversations in front of patients-unless they are included; protecting patient privacy, no cell phone/social media use on duty, knowledge of where personal matters can be conducted.
TOOLS USED IN THIS POSITION:
Computerized telephone system, computers, photocopiers, scanners and other related office equipment.
TECHNOLOGY USED IN THIS POSITON:
Microsoft Office, Microsoft Dynamics GP, payroll, software, time and attendance software, internet browser software, Microsoft 365, and other related software.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this Job, the employee is often required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is regularly required to walk; reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision. Employee must be able to work in a stressful environment. Employee is also required to focus and perform tasks in a loud and disruptive work environment.
EMPLOYEE RISK LEVELS:
OSHA Category III - Involves no regular exposure to blood, body fluids, or tissues. Employee is not called upon to perform or assist in emergency care or first aid . click apply for full job details
