FLSA Status: Exempt
Supervisor: Chief Financial Officer
Location: Based in Savannah, GA (reporting in Brunswick, GA approximately twice weekly)
Job Summary: Under minimal supervision, manages all accounting and certain business functions for multi-entity agency. Directly supervises one professional accountant and four para-professional staff in the functions of general ledger accounting, payroll, purchasing, accounts payable and consumer funds accounting. Establishes/implements departmental accounting and business policies and procedures that are in accordance with statutory and Generally Accepted Accounting Principles (GAAP) standards and maintains effective internal controls. Performs periodic operational analyses of accounting, business and systems procedures and develops and implements improvements to increase efficiency and operational effectiveness. Performs advanced professional accounting duties that require the independent application of (GAAP). Analyzes, records and interprets financial transactions; reconciles account data; and prepares specialized and standard accounting reports.
Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Manages comprehensive business and accounting functions which integrates GAAP, Government Accounting Standard, statutory accounting requirements, best business practices and agency fiscal policies and procedures.
- Establishes and appropriately prioritizes goals and objectives for the agency accounting, purchasing, accounts payable and payroll functions within the constraints of budget, staffing and workload.
- Develops and maintains effective internal control structures to preserve the integrity of the accounting, purchasing, accounts payable and payroll functions.
- Properly evaluates and effectively implements electronic data processing systems and software applications for the accounting, payroll, accounts payable and purchasing functions.
- Appropriately applies comprehensive knowledge of best business practices and accounting theory, practices, principles and terminology to managing the accounting, purchasing, accounts payable and payroll functions.
- Oversee the full month-end close process and financial statement preparation for Gateway BHS
- and Distinctive Housing, Inc.
- Monitors and approves any banking positive pay or ACH control exceptions.
- Ensures that all Finance department staff adhere to the established financial close deadlines:
- Close entries posted by 8th business day and financial reports issued by 10th business day of the month.
Applies generally accepted account principles in recording financial activity in accounting systems and varied subsystems and applies best business practices in the payroll, accounts payable and purchasing functions.
- Applies appropriate accounting and business theory and principles in the evaluation proces
- Identifies discrepancies between existing procedures and those that are generally accepted or that will result in greater efficiency or operational effectiveness
- Formulates specific recommendations based upon analysis of systems, subsystems and procedures.
- Appropriately revises procedures and processes to improve compliance, efficiency and/or operational effectiveness.
- Responsible for administering all allocations of expenses and maintaining up-to-date distribution tables, ensuring all program allocations match revenue stream.
- Manages fixed asset system with additions and disposals, and processes monthly depreciation expenses.
- Analyzes accounts to determine if accruals of revenue or expenses are needed at the end of the period.
- Processes CareLogic and Therap billing revenue and allowance for uncollectible accounts utilizing both Excel and Microsoft Access.
- Ensures payrolls are produced accurately according to published schedules and that all withholdings and employer taxes and contributions are submitted and reported according to the remitting agency’s requirements. Forwards all payrolls to the CFO for final approval to pay.
- Ensures purchasing of goods and services according to needs of internal customers applying best business practices and Gateway BHS policies and procedures.
- Reviews all accounts payable invoice payments prior to check or ACH payments to ensure accuracy and timeliness. Forwards accounts payable lists, after review, to CFO for final approval to pay.
- Correctly analyzes available data. Seeks appropriate additional information on potential issues as needed.
- Draws accurate and logical conclusions from accounting, payroll and other business data.
- Correctly applies theoretical principles and uses sound judgement in analyzing accounting and fiscal situations not covered by specific regulations or precedents.
- Correctly conceptualizes the impact of conditions and/or proposed actions on the accounting and business functions and/or the fiscal position of the agency.
- Regularly apprises agency administrators of changes or conditions in the accounting function.
- Performs budget variance analysis on financial statements monthly.
- Prepares summary financial reports for distribution to the Executive Team.
- Performs special analysis projects as requested by the CFO or other members of the Executive Team.
- Correctly applies various accounting theories according to Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards, applicable state and federal guidelines and agency fiscal policies and procedures.
- Carefully reviews documentation, entries and reports to prepare and record complex adjusting journal entries accurately and in a timely manner.
- Reviews and analyzes general ledger accounts accurately for fiscal integrity as well as compliance with applicable principles, standards, guidelines, policies and procedures.
- Corrects general ledger accounts based on timely recognition of problems and accurate identification of required adjustments.
- Coordinates work with colleagues to provide accurate and meaningful financial information in a timely manner.
- Ensures all accounts are reconciled by the 20th business day of the month following month end. Accounts to be reconciled include the following:
- Cash -001001-001300
- Accounts Receivable – 001600-001699
- Fixed Assets 001800-001815
- Accounts Payable – 002000-002006
- Leave Liability – 002100, 002510
- DUE TO/Notes Payable – 002200-002740
- Suspense Accts – 004999, 009999, 999999
- Performs adequate research and analysis of collected data for the preparation of reports.
- Collaborates with end-user, or designated representative, before preparing the requested report to ensure that the expected results are understood.
- Confers with other professionals or separate authorities to obtain advice, information or resources required to create the format or input of the reports as needed.
- Develops format and reports to meet specified needs while assuring conformity with appropriate measurement focus or basis of accounting.
- Ensures accuracy of reports by verifying output and making corrections as appropriate.
- Submits completed reports within established time frames.
- Ensures that all sub-ledgers are reconciled to the general ledger.
- Performs work in a timely manner utilizing appropriate theory and judgement and ensuring its conformity with specified principles, measurement focus, policies and regulations.
- Analyses complex reconciliation documents and other information to arrive at logical and accurate conclusions.
- Determines appropriate corrective action to take when faced with discrepancies.
- Adequately analyzes the effects of transactions on reports.
- Monitors banking activities and reports cash position/forecast to CFO on a weekly basis.
- Accurately and concisely explains accounting systems, subsystems, procedures and practices.
- Accurately determines data required for audits.
- Follows departmental policies and procedures in providing information. Reviews unusual requests with supervisor prior to releasing information.
- Formulates a complete and accurate response in the requested format. Submits response in a timely manner.
- Notifies appropriate personnel of pending audit actions in a timely manner.
- Maintains availability and effectively communicates with third parties.
- Independently and cooperatively interfaces with auditors to provide schedules, explanations, and research to any questions that arise in the audit.
- Provides effective input into Gateway BHS strategic planning process.
- Anticipates and effectively meets the accounting needs of other leadership and support staff within the Agency. Maintains cooperative working relationships with other leadership and support staff.
- Regularly uses appropriate methods to accomplish effective oral and written interagency communication. Presents complex accounting data in an effective and understandable form to persons with varying knowledge of the field.
- Assists CFO in budget preparation annually and monitors exceptions to the budgets.
- Interacts cooperatively with officials and staff of other party organizations.
- Presents agency accounting data following Generally Accepted Accounting Principles and format and adheres to agency directives relating to confidentiality of information.
- Proposes satisfactory resolutions to complex problems, issues, and differences involving the Agency’s financial and business functions that are identified by external auditors, financial institution staff or other entities.
- Conducts competent negotiations with external parties to obtain the most favorable terms possible in the resolution of problematic financial transactions or other issues.
- Fulfills assignments, such as gathering data, writing reports and making presentations in a competent and timely manner.
- Represents the Agency, either personally or through subordinates, on pertinent committees or other groups.
- Provides appropriate and effective technical assistance to others on accounting and business issues.
- Effectively fosters a spirit of cooperation and free exchange of information and ideas among group members. Respects the views and opinions of others.
- Serves as primary liaison to managers in answering any revenue or expense variance questions. Participates in monthly cost center meetings to review financials with managers and Executive Team members.
- Defines job tasks, sets priorities and regulates workloads for subordinates on section needs and incumbent capabilities.
- Monitors compliance with policies/procedures by spot-checking work at defined intervals.
- Promptly advises subordinates or variances and proposed corrective actions.
- Provides appropriate training for subordinate staff when procedural changes are made or upon identification or areas with high numbers of variances.
- Assists subordinate staff with resolution of problems by providing methodologies that are appropriate and which conform to Generally Accepted Accounting Principles.
- Participates in all monitoring and renewal cycles for existing grants and contributes budgeting input on new applications.
- Ensures all expenses and revenue are properly categorized by grant program or fund source.
- Ensure that draw-downs are documented accurately and in compliance with grant guidelines and that draw-downs are submitted in a timely manner.
- Reconcile grant requests to actual reimbursements, and analyze any denied requests with solution focused intervention to prevent future denial of reimbursement requests.
- Ensure documentation is maintained in an efficient and orderly manner by grant.
- Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.
- Communicates regularly with staff on progress toward defined goals and/or required results; providing specific feedback and initiating corrective action when defined goals and/or results are not met.
- Confers regularly with staff to review employee relations climate, specific problem areas and actions necessary for improvement.
- Evaluates employees at scheduled intervals; obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.
- Recognizes contributions and celebrates accomplishments.
- Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.
Maintains knowledge of current trends and developments in the field. Applies relevant new knowledge to performance of responsibilities. Attends seminars, conferences and job related trainings.
Observes agency policies on health, safety, security and sanitation; notifies supervisor of circumstances or situations that present health hazards.
Does not use or knowingly permit others to use agency property for personal business.
Maintains a valid GA driver’s license.
Required Knowledge & Skills:
- Demonstrated knowledge of PC-based software applications. Maintains advanced level of knowledge of the Abila systems and be able to work independently with the Microsoft suite of products.
- Knowledge of Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards, and applicable state and federal guidelines.
- Knowledge of DBHDD provider service guidelines and changes as needed.
- Knowledge of Principles of supervision, training and performance evaluation.
- Ability to prioritize time and resources among primary projects of responsibilities.
- Ability to remain solution focused in every situation.
- Ability to teach and provide leadership to other staff and programs.
- Ability to adapt to changing environments.
- Problem Solving/Analysis
- Communication Proficiency
- Ethical Conduct
- Time Management
- Customer/Client Focus
- Personal Effectiveness/Credibility
- Professionalism and Program Organization
- Inspires and Motivates Others
- Clearly establishes and communicates goals and accountabilities;
- Monitors and evaluates performance;
- Provides effective feedback and coaching;
- Identifies development needs and helps employees address them to achieve optimal performance and gain valuable skills that will translate into strong performance in future roles.
- Develops innovative approaches to address problems and drive continuous improvement in programs and processes;
- Communicates regularly with staff on progress toward defined goals and/or required results, providing specific feedback and initiating corrective action when defined goals and/or required results are not met.
- Confers regularly with staff to review employee relations climate, specific problem areas, and actions necessary for improvement.
- Evaluates employees at scheduled intervals, obtains and considers all relevant information in evaluations, and supports staff by giving praise and constructive criticism.
- Recognizes contributions and celebrates accomplishments.
- Motivates staff to improve quantity and quality of work performed and proves training and development opportunities as appropriate.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Some minor travel between Gateway sites is required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Employee is frequently required to walk, sit, stand or kneel and occasionally required to climb or balance and stoop. Employee must frequently lift and/or move up to 15 pounds. Must have the ability to sit for long periods of time at a computer. Employee frequently uses fine hand/eye coordination, hearing and visual acuity. Lighting and temperature are adequate, and there are not hazardous or unpleasant condition caused by noise, dust, etc. Employee must be able to travel between Gateway sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Gateway BHS promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.
Terms & Conditions:
It is expected that the employee will observe policy regarding the following terms and conditions.
- Reporting to work when scheduled; begins and ends work as expected.
- Reporting to supervisor upon knowledge of tardiness or absence.
- Uses work time appropriately.
- Requests and uses leave appropriately.
- Dresses appropriately, according to site dress code.
- Observes health, safety and sanitation policies.
- Performs work according to rules, regulation, policies and guidelines.
- Ensures compliance with required training, including new employee orientation.
- Does not engage in activities other that official business during work hours.
- Does not report to work under the influence of alcohol or drugs.
Any employee may be required to stay at or return to work during agency / program incidents and/or emergencies to perform duties specific to this position or perform other duties as requested in an assigned response position. This may require working a non-traditional work schedule or working outside normal assigned duties during the incident and / or emergency.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee in this job. Duties, responsibilities and activities may change at any time with or without notice.
Gateway requires that you pass a pre-employment drug screen, MVR and fingerprinting. In exchange, we offer a competitive salary and benefits. EOE. All interested applicants must submit a resume and cover letter with salary requirements to the following:
Gateway Behavioral Health Services
ATTN: HR Manager
700 Coastal Village Drive
Brunswick, GA 31520