ESSENTIAL JOB RESPONSIBILITIES
Management and Oversight
Ensures the overall management, integrity, and reporting of the agency financial management system is accordance with Generally Accepted Accounting Principles (GAAP).
Oversees the financial accounting process to assure compliance with OMB Circular A-133, Local, State and Federal requirements
Analyzes day-to-day operations of the health center and incorporates that analysis with the financial data to ensure the center's sustainability.
Provides leadership to the department's staff daily functions including accounts payable, accounts receivable, payroll billing and coding.
Advises Board of Directors and senior management about any financial decisions that may affect the strategic plan or vision of the health center including long and short term investment options, any major purchasing decisions, or any potential acquisition ormerger opportunities.
Develops and implements a financial analysis of health center's operations and provides guidance to management as it relates to this analysis.
Ensures appropriate level of internal controls within the department and the health center overall.
Approves all finance discretionary fund purchases.
Approves the finance and medical billing/coding policies and procedures.
Oversees health center's financial literacy initiatives to ensure employees understand financial integrity and accountability principles.
Oversees and participates, as needed, in the hiring, training, development and supervision of department's staff.
Oversees medical billing, insurance verification and call center operations.
Ensures department staffis engaged in agency-wide culture of service initiative.
Participates in the development and ongoing update of the health center's strategic plan.
Attends internal/external meetings as required.
Accounting
Oversees the preparation, processing and reporting of all financial statements, ensuring accuracy and compliance.
Approves all Quarterly Balance Sheet Account Reconciliations prepared by staff.
Ensures proper payroll processes are in place to record employee data per funder requirements.
Reviews and approves payroll notes to ensure their adherence to health center's policies.
Ensures an annual fixed asset inventory is completed for annual auditing purposes and GAAP.
Cash and Revenue Management
Oversees all cash and banking related activities including daily review of banking transactions, approval of monthly reconciliations, addressing general banking inquiries, process wire transfer requests and review mortgage related information.
Develops cash flow projection and reporting process that includes minimum cash reserve threshold to meet three months operating needs.
Authorizes release of banking information for various needs including ACH information requests from grantees or vendors.
Oversees all cash handling operations at fundraising events and preparation of profitability reports for post analysis.
Maintains general oversight of all financial transactions involving 340b pharmacy revenue and cost of goods sold including reconciliations and reporting.
Cultivates banking /investment relationships with a goal of strategically enhancing the health center's financial sustainability.
Reviews and approves disbursements listed in Positive Pay, Electronic Funds Transfers (EFT), and payroll ACH files.
Initiates internal account transfers to ensure proper, or Board designated, cash balances are in various bank accounts at all times.
Oversees the development and execution of adequate billing procedures that identify and correct errors,ensuring the health center's revenue cycle is being maximized.
Reviews and approves all financial aspects of legal contracts the health center enters into, prior to execution.
Compliance
Oversees the development and implementation of all financial policies and procedures that ensure health center complies with all rules, regulations and funding requirements.
Oversees the preparation and execution of all regulatory reports including but not limited to internal and external audits, Internal Revenue and other government related entities.
Responsible for coordinating monthly Board of Directors' finance committee meeting and related reporting to that committee.
Ensures a comprehensive fund cost accounting system is in place to properly record transactions per funder cost tracking requirements.
Oversees internal audit procedures including selection of auditor, implementation, execution and presentation and dissemination.
Reviews purchasing procedures to assure that specifications are met at the least cost, and that safeguards are followed to prevent abuse.
Reviews and approves staff Journal Vouchers, as needed, in MIP, ensuring compliance to GAAP.
Reviews, at random, check requisitions and accounts payable invoices for errors/corrections/clarifications, makes comments and re-routes requests back to proper departments, if required.
In conjunction with Chief Operating Officer, analyzes proposed agency insurance coverageand updates yearly ensuring funder requirements are met and cost savings and coverage are maximized.
Plans and ensures coding and compliance accuracy of billing.
Reviews Billing & Coding and Compliance (BCC) Committee weekly minutes and assists the Committee in resolution of any BCC Committee findings to maximize productivity and financial results.
Approves discharge of clients from health center's practice upon recommendation of the BCC Committee.
Reviews, at random, the operations of time system in place for adherence to funder requirements and internal policies.
Prepares necessary applications in order to comply with State and Federal statutes for non-profit status, sales tax exemption, property tax exemption, sales tax collection or any certification of corporation and other applications and reports necessary for organizational compliance including benefit plans (i.e. retirement plans).
Assists in external audits by providing financial reports, detailed documentation or verbal explanation as needed.
Responds to any financial-related audit finding and helps design and implement a Corrective Action Plan (CAP), if required.
Attend external trainings to remain current on nonprofit audit best practices as well as state and federal laws regarding nonprofit operations.
Acts as authorized signor for health center's reimbursement requests and invoicing.
Acts as authorized approver, in lieu of Chief Executive Officer (CEO), when designated by CEO in writing, for agency electonic approval software's TimeclockPlus and Microix Requisition Module.
Budgeting
Responsible for all aspects of the budgeting process of the health center, including preparation, implementation, reporting and revision.
Analyzes current budget amounts, forecasts future trends or changes and incorporates this analysis into future budgets.
Develops the presentation of yearly budget to the Board of Directors.
Acts as internal advisor to the leadership team in all budget related issues and takes active role in advising and resolving.
Assists in the development and final approval of budgets for Request for Proposal (RFP) and grant application processes.
Assists in the preparation of forecasted payor mix as required by the RFP and grant application processes.
Creates Finance department annual budget.
Reporting
Approves all financial aspects of the health center's annual Universal Data System (UDS) report including final analysis and explanation of health center financial trends, year to year variances and total cost analysis.
Responsible for submission of the health center's yearly Federal Indirect Cost Rate application.
Prepares yearly Reserve Account analysis report for Board review and approval.
Prepares Proposed Year End Board Restricted Funds Report for Board approval, which includes forecasting the health center's cash flow needs for any large-scale purchases or projects planned during the next fiscal year.
Reviews and files all required Medicaid and Medicare Annual Reports.
Reviews agency RT-20, 941, sales and property taxes before submission.
Safety
Ensures proper hand washing according to Centers for Disease Control and Prevention guidelines.
Understands and appropriately acts upon assigned role in Emergency Code System.
Understands and performs assigned role in agency's Continuity of Operations Plan (COOP).
Other
Participates in agency developmental activities as requested.
Other duties as assigned.
JOB SPECIFICATIONS
Education:
Bachelor's Degree in accounting and Master's degree in related field (i.e. Accounting, Business Administration) are required.
Training and Experience:
Eight years of experience managing the finance department in similar organizations, particularly non-profit management is required.
Licenses and/or certifications:
Certified Public Accountant (CPA) is required. Advance knowledge in the field attained through a combination of work experience (i.e. over 10 years) and intellectual instruction can be used in lieu of CPA requirement.
Job Knowledge and Skills:
Computer knowledge should include Microsoft applications (Outlook, Word, Access and Excel) and accounting software applications (MIP). Excellent organizational, communication and teamwork skills are required to interact effectively with staff, vendors and funders. Problem solving skills are required to analyze and resolve problems of fiscal and operational nature. Decision-making skills are needed to respond effectively to immediate, short and long-term agency goals and requirements. Ability to work with multicultural and diverse population is required.
Supervisory Responsibility:
Supervises finance, medical billing, insurance verification and call center staff as required.
Contact Responsibility:
The responsibility for internal and external contacts is frequent and important.
PHYSICAL REQUIREMENTS
This work requires the following physical activities: constant sitting, talking on the phone, talking in person and hand/finger dexterity. Also, frequent walking and occasional driving, standing and bending is required. Work is performed in an office setting.