Oversee fiscal operations of Penn Foundation, Inc. and related entities in coordination with the Chief Financial Officer. Responsibilities include, but are not limited to, annual and interim financial reporting, oversight of internal and external financial and compliance audits, analysis and monitoring of financial data, development and management of fiscal policies and procedures with keen focus on enhancing efficiencies, ensuring accuracy, compliance and strong internal controls. Position involves supervision of Accounts Payable, Payroll, Cash Posting, County Billing and external reporting, General Ledger and other areas as requested.
Essential Job Responsibilities
- Direct ongoing general accounting functions on a day-to-day basis; oversight of month-end close process; position responsible for direct transactional recording in certain GL areas; this position is a doer as well as an overseer;
- Responsible for monthly close of E H R and reviewing/correcting revenue to assure financial statements reflect revenue in correct cost centers;
- Direct the annual financial audit for Penn Foundation, Inc., prepare required supporting schedules and reports, analysis and other information as requested for external auditors;
- Responsible for all audit compliance reporting;
- Oversee Payroll processing and payroll-related functions, ensuring timely, accurate payment of wages, taxes and required filings; maintain current understanding of regulatory requirements; responsible for ensuring that required W2’s are processed annually in a timely manner for employees;
- Oversee Accounts Payable function, ensuring timely, accurate payment of invoices. Monitor aging and level of outstanding payables; review and approve invoices for payment, noting discounts taken, proper account coding and required departmental signatures. Review monthly expenditure schedules for accuracy and variances from budget and from general ledger. Work collaboratively with CFO and Accounts Payable Clerk to establish and maintain process for systematic review of vendors, bidding process and purchasing practices for cost-effective results; responsible for ensuring that required Form 1099’s are processed annually in a timely manner for all entities;
- Oversee Cash Posting function to ensure accuracy and timeliness of cash application; ongoing cash management of Penn Foundation and related entities, including compliance with regulatory restrictions on escrow and representative payee accounts;
- Responsible for assisting with Agency and County budgeting processes as requested. Provide budgetary information for expenditure line items for Administration, Occupancy and other shared Agency operating expenses. Provide assistance to CFO in analysis and scheduling expenditures as needed in order to ensure an accurate and complete budget;
- Oversee bank reconciliation process for all accounts;
- Oversee County Billing function; ensure timely, accurate billing, monitor status of County Accounts Receivables, billings and contract drawdowns with monthly reconciliations to General Ledger;
- Oversee recording of restricted account donations, ensure compliance with donor restrictions; management of the annual financial audit and submission of information needed for the annual 990 and other regulatory submissions as required;
- Oversee Penn Gardens’ (HUD-assisted residential facility) financial reporting, including facilitating the annual financial audit and submission of annual 990, annual HUD inspection audit, and other regulatory audits as needed. Oversee/prepare HUD-related forms, including annual budget/rent increase, Reserve for Replacement requests, and updating of specific forms as may be required by HUD;
- Oversee Penn Villa Corp financial and compliance reporting, annual financial audit and submission of annual compliance reports; Provide timely, accurate reporting as required under the funding terms and regulations with Project funders;
- Actively participates in the fiscal oversight of Penn Villa Homeowners’ Association serving as Treasurer. Review monthly financial reporting and assist the Property Management Co as necessary;
- Oversee grants; ensure compliance with grantor requirements and restrictions, manage financial reporting and assist with budgeting associated with grant applications as requested;
- Work cooperatively with Advancement Department, ensure accurate accounting for donations, compliance with donor restrictions; maintain current knowledge of regulatory communications, disclosures and accounting for contributions;
- Oversee the Penn Foundation Profit Sharing and 403(b) Plans, including facilitation of the annual audit, monitoring compliance with regulatory agencies, transmission of contributions, review of documents and required regulatory filings.
- Oversee and manage tracking for Penn Foundation’s fleet of vehicles including leases, replacements, analysis of fleet costs and cost allocations; as well as work with insurance company and auto repair company when accidents occur;
- In coordination with CFO, ensure adequacy of Penn Foundation’s property and casualty insurance program, including but not limited to, malpractice and directors and officers insurance; prepare annual renewal applications and interim coverages as needed; responsible for reporting to the appropriate insurance carrier and monitoring of all claims for accidents and incidents.
- In coordination with CFO, develop and implement policies and procedures to ensure internal control and accurate record keeping with regard to general accounting issues throughout the Organization; develop and maintain Penn Foundation, Inc.’s Fiscal Policy and Procedure manual;
- In coordination with CFO, ensure accounting practices are in compliance with various regulatory and third party agency requirements, Penn Foundation objectives and generally accepted accounting principles;
- Perform special projects as requested.
- Minimum Bachelors (BS/BA) degree from an accredited college or university with major
- study in Accounting, with a Master’s degree and/or CPA preferred.
- Minimum 5-7 years’ progressively responsible accounting experience, including supervision.
- High proficiency in the use of Microsoft Excel software.
- Knowledge of Dynamics GP preferred.
- Knowledge and understanding of Generally Accepted Accounting Principles (GAAP) and the ability to analyze procedures and transactions to determine whether they are being performed in compliance with GAAP;
- General experience with Non-profit Accounting a plus;
- Keen knowledge of accounting, finance and business administration and proven ability to supervise in these areas;
- Ability to manage complex accounting functions and make recommendations for improvements in processes and efficiencies in business operations;
- Knowledge and keen attention to detail in compliance in regulatory areas involving payroll, retirement plan management, funder/donor restrictions and others as required;
- Positive interpersonal skills, ability to communicate clearly and effectively with co-workers, program directors and external contacts;
- Ability to multi-task in a fast-paced environment;
- Mission-driven, interested in working collaboratively in a team-focused environment.
Penn Foundation is an equal opportunity employer