Position Summary

We are seeking a full-time Accounting Coordinator/Executive Assistant that is highly skilled, detail-oriented and who excels at multi-tasking. The accounting coordinator will act as a point of contact between the different parts of the accounting department, including accounts payable/receivables, and external parties, such as vendors, clients, or lenders. Will also support the CFO by coordinating and managing executive scheduling, prepare and organize important strategic materials and plans. This role serves as the eyes and ears for the CFO, connecting organizations, projects, and critical business information to the CFO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the legal priorities of the business.

Essential Duties and Responsibilities

Provides administrative and operational support to the Chief Financial Officer (CFO

Administrative: Serve as a liaison between the CFO, staff, and the public.

• Maintain the CFO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Liaison between CFO, staff, and the public. This includes receiving and screening the CFO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

Accounting Specialist: Assists and works in partnership with the Chief Financial Officer and Controller to support all financial operations while focusing its primary responsibility on overseeing the grants management, purchasing and inventory of operating supplies.

Grants Management: Responsible for the accurate tracking of grant purchases and expenditures.

• Manage and facilitate the pre-award, management, and close-out activities of federal grants and cooperative agreements, to include completion and submission of progress reports, carry forward, redirect, and no cost extension information. 

Purchasing: ensure the timely and accurate management of purchasing operating supplies within budget while being fiscally responsible. 

• Utilize, maintain, and build Group Purchasing Organization (GPO) and supplier relationships to ensure Advance resources are maximized.
• Ensure medical, vaccines/flu, office supplies, equipment and other approved purchases are delivered timely and accurately. 
• Obtaining proper departmental authorizations for purchases 
• Support internal reporting, external audits, and regulatory reporting by maintaining detailed support records. 
• Ensure vendor eligibility by collecting and maintaining required documentation. 

Other Duties Assigned

• Support Finance Department and management team with external audits, regulatory reporting requirements, ad-hoc reports and development of internal processes and procedures. 
• Perform other duties as assigned or become necessary by supervisor

Supervisory Responsibility

• None

Education and Experience

• Minimum of 4-year degree in Accounting, Finance, Business Administration or related field or equivalent years of experience 
• 1-3 years related purchasing, accounting or grants management experience required. 
• Strong computer skills with knowledge of Microsoft Word, Excel 
• Intermediate or higher Excel skills
• Exceptional writing, editing, and proofreading skills

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Tasks, duties, and responsibilities, as listed in this position description, are not exhaustive. The Organization, at its sole discretion and with no prior notice, may assign other tasks, duties, and job responsibilities. Equivalent experience, skills and/or education will also be considered, so qualifications of incumbents may differ from those listed in the Position Description. The Organization, at its sole discretion, will determine what constitutes as equivalent to the qualifications described above. Further, nothing contained herein should be construed to create an employment contract. Occasionally, required skills/experiences for jobs are expressed in brief terms.