The Finance Coordinator is a key support staff position for the Cornell Cooperative Extension Association's management team reporting directly to the Executive Director. Utilizing accepted accounting procedures, he/she is responsible for maintaining a complete and systematic set of records of all Association financial transactions. He/she must work closely with the Administrative Assistants, Staff, Extension Administration and Shared Business Network (SBN) Finance Lead to assist staff in following proper accounting procedures so all journals, ledgers, and financial statements are accurate and fall within accepted state, federal, and Cornell University guidelines. The Finance Coordinator assigns work to the assistant Association bookkeepers.
Associate's Degree or Equivalent Education. GED/High School Diploma plus 1 year transferrable program/functional experience may substitute.
Two years of experience in accounting, finance or related area
Excellent organizational, communication and human relation skills. Must be adaptable to change and able to organize and prioritize work and meet deadlines.
Ability to handle confidential matters.
Ability to do double entry bookkeeping and work with a computer accounting program.
Ability to work with charts of accounts and line-item budgeting.
Ability to prepare budgets, reports, IRS forms, Workers Compensation forms and grant reports.
Ability to maintain legible and accurate records.
Ability to create and utilize spreadsheets, operate calculators, and maintain an orderly set of files.
Ability to communicate financial record needs to others.
Ability to work with Word, Excel, Internet Technology & learn new programs created by Cornell.
Ability to work as a team member.
Ability to identify problems and suggest solutions.
Ability to meet travel requirements associated with this position.
Ability to meet acceptable background check standards, if required.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Experience with non-profit, accrual basis of accounting is desirable
Willingness to learn new skills and information.
Position Responsibilities & Essential Functions
Administrative Direction - 5%
Assist in the development of financial guidelines, procedures and policies.
Work with program staff to prepare budget requests for grant proposals and contracts and budget modification requests.
Assist with the preparation and coordination of the annual operating budget.
Administrative Management - 15%
Check that costing allocations are completed in Workday.
Assign work to Assistant Bookkeeper with the following responsibilities: financial, personnel and payroll.
Work with staff to set priorities in order to meet deadlines.
Assist in the preparation of Association and grant budgets.
Ensure confidentiality of all financial, personnel and payroll records.
Sign-off on Bank Reconciliation after following up on any outstanding checks.
Ensure all payroll procedures are implemented in accordance with established policies and procedures.
Administrative Coordination/Operation - 75%
Provide the daily financial functions of the accounting/payroll process for CCE accounts.
Prepare invoices and required billing documents for funds owed to the Association for supplies, etc. Process vouchers for payments ensuring that all charges to accounts are accurate. Maintain supporting documentation and clear audit trail for every transaction.
Post financial transactions to appropriate computerized ledgers accurately and in a timely fashion. Maintain monthly financial subsidiary schedules (assets and depreciation schedules, prepaid expenses, deferred revenue, investment reports, etc.)
Reconcile & record monthly Cornell University billing for payroll & expenses, ensuring timely payment to Cornell. Review monthly all cash, accounts receivable, accounts payable and all other balance sheet accounts reconcile to supporting statements, schedules or subsidiary listings.
Record appropriate distribution of staff salaries among salary accounts. Review and approve time cards of non-exempt staff. Record, maintain and distribute charge cards to staff upon request.
Assist in the preparation of accurate and timely monthly financial statements that reflect the financial condition of the Association. Track and record unclaimed funds.
Track State and Federal appropriations received through Cornell University and make necessary adjustments to salary account distributions by figuring percentages to use up allocations for State 224, Smith/Lever and Expanded Nutrition Education Program (EFNEP).
Complete year-end financial reports and subsidiary ledgers for submission.
Work with auditors and assist Association in coordination and follow-up.
Maintain strong connection with SBN Finance Lead and attend and participate in SBN Finance meetings. Work with SBN Finance Lead to complete required financial reports.
Take initiative to keep Executive Director apprised of all issues and/or concerns relating to areas of responsibility.
Update Cash Management Policy and CCE Delaware's Disaster Plan, as needed. Help after disaster as a member of Response Disaster Team; follow disaster plan.
Maintain vehicle maintenance records on Association vehicles.
Track and record investment activities.
Maintain year-end financials (Permanent – Trial Balance, General Ledger & FASB) and all grants and contracts record management files and retention schedules according to established policies. Archive previous year financials and destroy non-permanent financials based on established guidelines.
Calculate salary increases for the next year and discuss with Executive Director and complete SIP Roster
Use Business System Launchpad and FIDO to print out reports for payroll, EFNEP, State 224, Smith Lever & Cornell expenses.
Track total staff hours worked each month on worksheets for grants and Association. Complete monthly all grants and contracts by tracking salaries, expenses, journals and provide reports for grants and contracts.
Bill all expenses for grants or contracts.
Complete 990T and CT 13 for Ag News advertisers annually.
Collect all bank account information including checking interest rates/time period for CD's and discuss with Executive Director. Contact all banks for interest in December to complete year-end.
Complete accident reports, hospital/doctors letter, electronic C-2 Workers Compensation forms, SH-900 summary reports and SH-900.1 (Summary of Work Related Injuries/Illnesses).
Prepare all paperwork for insurance company for equipment insurance, certificates of insurance and Directors and Officers Insurance and complete Annual General & Liability Survey for PW Wood, NYS Workers Compensation Board Workers Compensation WC/DB 100 Form, and ES237form for State 4-H.
Update OSC Vendor Responsibility annually (BOD and Contract info), Maintain Grants.gov (Federal), Grants Gateway (State) and Sam.gov (Official US Government System) for applying for grants. Annually change passwords for NYS Office of State Comptrollers.
Complete NYS Executive Order # 38 Covered Provider Determination by February 1.
Assure smooth office operation by communicating with educators and co-workers on work load, job schedules, leave time, office maintenance, etc.
Project a positive, professional image of Cornell Cooperative Extension by greeting and assisting office visitors and telephone callers in a courteous and helpful manner, recording messages accurately and distributing in a timely manner to appropriate individuals as needed.
Professional Improvement - 5%
In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes and Association priorities.
Collaborate in activities that are in general support of Cornell Cooperative Extension and perform other duties as assigned.
Health and Safety - Applied to all duties and functions
Support the Association to maintain a safe working environment.
Be familiar with and strive to follow any applicable federal, state, local regulations, Association health and safety policy/procedure/requirement and standard.
Act proactively to prevent accidents/injuries and communicate hazards to supervisors when identified.
EEO/EPO and Policy - Applied to all duties and functions
Appreciate and embrace diversity in all interactions with clientele, staff, volunteers and the public.
Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
Aware of, and adheres to, established Cornell Cooperative Extension Association of Delaware County policies, procedures and Cornell Cooperative Extension Skills for Success.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely and accurate manner.
Please include a cover letter, resume and three references.
Once your application is submitted you will not be able to change your submission or add attachments.
Internal Applicants: Current employees of the Cornell Cooperative Extension Association indicated in this job posting are internal applicants; please refer to Applying for a Job (Internal Candidate) for additional guidance.
This is a full time position. Excellent benefits, based on eligibility, including:
Vacation, Sick and Personal time
NYS Health Insurance Program (including Dental Insurance)
Long-term Disability Insurance
Voluntary Tax Deferred Annuity
Voluntary Flexible Spending Accounts
Voluntary Group Universal Life Insurance
Voluntary Personal Accidental Insurance
Voluntary Legal Plan Insurance
Voluntary Long Term Care Insurance
Voluntary Auto and Homeowner's Insurance
Voluntary Pet Insurance
Voluntary New York's College Savings Program
No relocation or VISA Sponsorship available.
The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform the essential functions of their job. If you require an accommodation so you may participate in the selection process you are encouraged to contact Cornell Cooperative Extension Administrative Systems at (607) 255-6120, or via email at: email@example.com.
Please contact Jeanne Darling, Association Executive Director, firstname.lastname@example.org, with any questions.
Cornell Cooperative Extension is a collaboration among Cornell University, the United States Department of Agriculture, the State of New York, and the residents of New York State. Per NYS Law, county and regional extension service associations are subordinate government agencies. This employment opportunity is with the entities listed and not with Cornell University.
Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities. Individuals who bring a diverse perspective and are support of diversity are strongly encouraged to apply.
Internal Number: WDR-00017029
About Cornell University
In 1865, Ezra Cornell founded an institution "where any person can find instruction in any study." From the beginning, all students were welcome, regardless of race, gender, ideology, or socioeconomic status. Today, we invite you to join our talented and diverse students and accessible faculty who, together, form a living and learning community unmatched in its breadth of opportunities.Cornell University's college, schools, and other academic units offer more than 4,000 courses, 70 undergraduate majors, 93 graduate fields of study, undergraduate and advanced degrees, and continuing education and outreach programs.