Purchasing Specialist at Jobot

Los Angeles, CA 90037

About the Job

Leading non-profit network of community clinics

This Jobot Job is hosted by: Milan Kacar
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Salary: $70,000 - $90,000 per year

A bit about us:

We are a network of community health centers that provides care to patients in Los Angeles.

Why join us?

85% employee paid and 50% dependent paid medical.
401K eligibility to participate from day one and up to 3% matching after one year
Pet Insurance
Generous work/life balance
14 Paid Holidays

Job Details

JOB SUMMARY

Supports grants accounting and payroll staff, as assigned, from receipt of grant award to sunsetting of grant to ensure the organization reports, modifies, invoices and closes out grants, contracts and awards timely, completely and accurately to comply with all applicable codes, regulations, 75 Code of Federal Regulations 45, grant conditions and grant reporting requirements. Primarily in charge of facilitating organization and completion of grants deliverables to ensure grants monitoring tools are in place and there is audit readiness at all times. Primary go-to person for Payroll Manager for administrative support

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
Pre-Award Phase:

Grants Monitoring:

Coordinates, tracks and logs receipt of award and contract documentation related to grant/award budgets with Development
Monitors monthly update of google tracker (tracks grant award, period, amount, spend-out, vacancies, scope of work) to ensure completed timely by Programs and Finance by 12th of each month
Prepares Grants Dashboard monthly summarizing key performance indicators from Grants google tracker for Asst Controller and Chief Program Officer by 15th of each month
Review Incentives logs by grants monthly to ensure ratable, documented distribution by 20th of each month
Verify health benefit coverage for each employee assigned to a grant prior to invoicing for fringe benefits and validate monthly
Review all grant funded capital expenditures to verify that they are properly identified to the correct grant (e.g. federal, state, private foundations etc.) with full details and documentation (e.g. vendor, item description, grant funding source, amount, invoice, procurement backup) and depreciated monthly
Maintain change management tracking of
grant funded positions which move to or from a grant or on or off a grant in ADP including title change, compensation change, grant change, JD update, need for time study identified as applicable for grant funded employees covered under multiple grants
grant modification requests including approval by funder name, title, funding agency, date with documentation (e.g. email)

Reporting

Create, maintain calendar of grant reports due, invoice due dates, upcoming audits, award close outs and provide timely communication 120, 90, 60, 30 days in advance to Grants Administrator staff/Assistant Controller

General Ledger Support

Records Journal Entries to the General Ledgers as requested
Prepares and posts deposits, including reconciling cash donations as needed

Record Keeping

Archives and maintains up-to-date electronic files of all contracts, awards, grants

Audits

Coordinates the calendar and assists with preparation for ongoing grant financial audits, financial statement audits, single audit cost reports etc., including preparation of schedules, communication with and follow up on audit related requests

Training

Maintains knowledge of current federal issues relating to Grants & Single Audits of state, local government and non-profit organizations

Payroll Support:

Prepare and process payment of manual/out-of-period checks
Facilitate employee ad hoc payroll inquiries regarding compensation, title, department etc.
Set up of new employees in automated procurement system for requisition
Submits application for employee credit cards
Work with HR to correct home department and/or location of employees based on where they work

Cross Training

Trains on payroll processing review for as needed coverage
Performs special projects and other duties as assigned by Assistant Controller

QUALIFICATIONS

AA degree in related field or equivalent helpful
One - two years related experience or equivalent, including in Finance
Strong organizational, problem-solving, and analytical skills
Ability to write clearly and concisely as well as edit copy for clarity and grammatical accuracy.
Commitment to excellence and high standards
Excellent written and oral communication skills
Excellent presentation skills
Ability to manage priorities and workflow
Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
Ability to work independently and as a member of various teams and committees
Proficient with Microsoft Office and adaptable to quickly navigate new systems
Proven ability to handle multiple projects and meet deadlines
Demonstrated proficiency in supervising and motivating subordinates
Basic competence in subordinates’ duties and tasks
Proven leadership and business acumen skills
Excellent grammatical and spelling skills.

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