Accounting Coordinator

General Description: The Accounting Coordinator is responsible for supporting daily accounting and procurement and grant operations and ensuring the accurate and timely processing of financial transactions in accordance with Generally Accepted Accounting Principles (GAAP). This position assists with accounts payable, grant reporting support, reconciliations, audit preparation, general ledger maintenance, and administrative accounting functions while maintaining compliance with organizational policies, healthcare regulations, and internal controls

Supervisory Responsibility:  This position does not have direct reports.

Essential Functions:

Accounting & Accounts Payable

- Accurately code, enter, and process accounts payable invoices in the accounting system.

- Maintain accurate vendor records, including W-9 documentation, contact information, payment terms, expense coding, and 1099 classifications.

- Prepare weekly check runs and coordinate payment processing and approvals.

- Coordinate the mailing of accounts payable checks and supporting documentation to vendors and other stakeholders.

- Assist with monthly bank reconciliations and research outstanding items and discrepancies.

- Support maintenance of the General Ledger in accordance with GAAP and organizational accounting policies.

- Assist with preparation of journal entries, account reconciliations, and supporting schedules.

- Assist with month-end and year-end closing activities.

- Maintain organized accounting records and supporting documentation for financial reporting and audits.

Banking & Financial Administration

- Receives, opens, sorts, and distributes accounting and finance-related mail, ensuring timely routing of invoices, checks, correspondence, and other financial documents.

- Prepare and process outgoing accounting correspondence, vendor payments, checks, grant documentation, and certified mail as required.

- Perform routine banking activities, including deposits, delivery of payments, obtaining bank documents, and other banking transactions as directed by Finance leadership.

- Maintain accurate records of deposits, bank transactions, and related supporting documentation in accordance with internal controls.

- Coordinate administrative support for Finance leadership, including meeting coordination, follow-up assignments, and recording Financial Committee meeting minutes.

Procurement

- Develop, maintain, and monitor procurement policies, procedures, and internal controls.

- Coordinate quotations, RFPs, IFBs, sole-source procurements, and cooperative purchasing agreements.

- Review requisitions and prepare purchase orders.

- Conduct vendor outreach, obtain and evaluate quotations, negotiate pricing as authorized, and monitor vendor performance.

- Maintain accurate records of active vendor relationships, including contact information, contracts, performance metrics, and procurement activity.

- Monitor procurement budgets, expenditures, and contract utilization.

- Prepare monthly, quarterly, and annual procurement reports for management and leadership review.

Grant Administration & Compliance

- Administer grant activities, including financial tracking, reporting, reimbursement requests, and compliance monitoring.

- Maintain comprehensive grant files and supporting documentation to ensure audit readiness.

- Maintain accurate records of active grants, including funding sources, grant periods, award amounts, reporting deadlines, and program objectives.

- Monitor grant expenditures against approved budgets and ensure expenditures are allowable, properly documented, and compliant with grantor requirements.

- Track grant spending and identify potential funding variances, budget concerns, and upcoming reporting or compliance deadlines.

- Prepare grant performance, financial, compliance, and status reports on a monthly, quarterly, and annual basis.

- Prepare and submit grant reimbursement requests and maintain supporting documentation.

- Assist with grant proposals, applications, and budget development.

- Serve as a primary point of contact for assigned grant-related activities.

Reporting, Audit & Internal Controls

- Prepare monthly, quarterly, and annual financial, procurement, and grant reports as assigned.

- Maintain grant and procurement dashboards, tracking tools, and supporting documentation.

- Assist with preparation of audit work papers and provide requested documentation during external audit fieldwork.

- Ensure financial and procurement records are complete, accurate, organized, and readily available for audits and leadership review.

- Support compliance with GAAP, internal accounting controls, organizational policies, HIPAA requirements, grantor requirements, and applicable federal, state, and regulatory standards.

- Assist departments with financial procedures, expense tracking, procurement processes, and budget-related questions.

General Responsibilities

- Maintain confidentiality of financial, patient, employee, vendor, and organizational information.

- Demonstrate professionalism and effective communication when working with vendors, staff, leadership, grantors, and external partners.

- Perform other duties as assigned in support of departmental and organizational goals.

- Commitment to maintaining compliance with organizational policies and procedures.

- Valid driver's license and reliable transportation may be required for local banking, postal, and business-related errands.

- Perform other duties as assigned.

Required Education & Experience

- Associate degree in Accounting, Finance, Business Administration, or a related field required.

- Minimum of one (1) year of experience in accounting, finance, procurement, grants administration, or a related field preferred.

- Equivalent combination of education and relevant experience may be considered.

- Experience in healthcare, nonprofit organizations, grant administration/accounting, or a Federally Qualified Health Center (FQHC) is preferred.

Knowledge, Skills and Abilities:

- Knowledge of accounting principles, GAAP, accounts payable, general ledger, reconciliations, grant accounting, and financial reporting.

- Understanding of HIPAA, confidentiality requirements, office administration, and financial documentation practices.

- Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook; experience with accounting/ERP systems, with Abila/MIP preferred.

- Strong organizational, analytical, problem-solving, data entry, and attention-to-detail skills.

- Ability to prioritize multiple tasks, meet deadlines, research discrepancies, and resolve routine accounting issues.

- Effective verbal and written communication, interpersonal, and customer service skills.

- Ability to work independently with minimal supervision while maintaining accuracy and confidentiality.

- Ability to establish and maintain professional relationships with employees, vendors, auditors, management, and other stakeholders.

Physical Requirements:

- Ability to sit and work at a computer for extended periods, with regular movement as needed.

- Ability to stand, walk, bend, reach, and occasionally lift or carry office supplies, files, and equipment weighing up to 15 pounds .

- Ability to perform repetitive hand and wrist movements associated with keyboarding, data entry, filing, and use of office equipment.

- Ability to communicate effectively in person, by telephone, and electronically.

- Ability to read and review financial documents, reports, computer screens, and other written materials with or without reasonable accommodation.

- Ability to work effectively in an office environment and, when applicable, maintain a safe and secure remote workspace.

- May occasionally be required to travel locally for banking, postal, procurement, or other business-related activities.