Administrative Assistant – Accounting and Grants

1. TITLE:                                  Administrative Assistant –Accounting & Grants

 

1. SUPERVISOR:            Assistant Director- Billing/AR/ Contracts

 

III.      HOURS PER WEEK:          40 Hours per Week (1-hour Paid Lunch daily)

 

IV.       QUALIFICATIONS:           Associates Degree in Accounting or related Field or

2 to 3 Years of Accounts Receivable or Billing Experience

 

1. FUNCTIONS:            Billing, Collections, Accounting, Accounting of Receivables for

                                                                                    Saint Anne Institute

 

1. RESPONSIBILITIES:

           

• Accounting
  • Maintain the daily “Cash Flow Report” for the Chief Executive Officer, Chief Financial Officer, Director-Billing/AR/Contracts and all other related staff.

 

• • Manage the budgeting, billing and drawdowns of all grants including but not limited to the following:
    • OJJDP Grant
    • Basic Shelter Grant
    • Street Outreach Grant
    • OTDA-STEPH Grant
    • ESG Grants
    • CARES Grants
    • CHAFEE Grant
    • Albany & Schenectady County RTA (Crisis Respite)
    • OMH Crisis Respite Renovation Grant
    • Title I N& D, Title II Part A and Title IV subcontracted through Albany City Schools

 

• • Assist the Director-Billing/AR/Contracts and Assistant Director-Billing/AR/Contracts to ensure that all journal entries are in place on or before the 15^th of each month.

 

• • Assist the Assistant Director-Billing/AR/Contracts to enter and/or review accrued and deferred revenue accounts monthly to ensure revenues are accurately reflected.

 

• • Assist the “Specialist – Accounts Payable & Purchasing” with the grant reconciliations of expenses and grant drawdown of funds.

 

• • Assist the “Specialist – Accounts Payable & Purchasing” with weekly check processing to provide backup during vacations or illness.

 

• • Assist the “Specialist- Accounting & Collections” with daily deposits, bringing deposits to the bank and setting up the payments in accounting software.

 

• • Assist the Director-Billing/AR/ Contracts with the accounting reconciliations for the “Saint Anne Institute Temporarily Restricted and Unrestricted Accounts.”

 

 

 

 

 

• Audit

 

• • Assist the Assistant Director-Billing/AR/Contracts with the preparation for the Annual Financial Audit that begins in August or September with the Preliminary audit and finalized in October or November each year.

 

• • Assist the Assistant Director-Billing/AR/Contracts and the Director-Billing/AR/Contracts with documentation for upload to the Audit portal.

 

• All additional duties as assigned by the Assistant Director-Billing/AR/Contracts.

 

• This position may work across programs to accommodate fluctuations of staff as well as clients served.

 

 

I have read and understand my job description duties: Administrative Assistant –Accounting & Grants

 

Employee Signature: ____________________________________ Date:  __________________

 

Print Name: ___________________________________________

 

Supervisor Signature: ___________________________________ Date:  __________________