Finance Specialist

Job Description:

­­­­­­­­­­­­­­­­­Job Title: Finance Specialist

Department: Finance

Classification: Full-time, Non-Exempt (40 hours a week)

Job Relationship: Reports to Vice President of Finance

Work Location: In person

Position Summary: Acts as primary/technical expert and resource on: 1) the Community Pet Clinic’s veterinary practice management software and database (ezyVet); 2) Heartland Payroll and Time Clock software; and 3) Financial Edge NXT accounting software, as well as AvidXchange accounts payable software.  Supervises and provides training, guidance and oversight to the Finance Associate. Responsible for timely and accurate payroll processing and oversight of accounts payable.  Supports the Vice President of Finance. Provides ad hoc analysis, projections and reporting as needed.

Essential Job Functions:

Performs Community Pet Clinic (CPC) activities

  • Act as primary/technical expert and resource on administrative, financial/accounting and analytic features of the CPC veterinary practice management software (ezyVet).
  • Work collaboratively with CPC Clinic Manager/Administrator and reception staff to ensure accurate and consistent financial data input and reporting.
  • Input and maintain comprehensive Daily Sales spreadsheets recording revenue details, gross sales, discounts, and other analytics for CPC performance.
  • Record, track, and reconcile receivables activity for various in-house payment plans such as VetBilling, Care Credit and One Health.
  • Monitor aged receivables for CPC clients and rescue partners.
  • Generate and send monthly electronic billing statements to rescue partners and answer billing questions as they arise.

Performs deposits and banking activities

  • Process and reconcile daily CPC bank deposits including verifying credit card reports against receipts. Follow-up with appropriate staff with questions and discrepancies.
  • Verify, transmit, and record electronic bank deposits from the Development department.
  • Monitor ACH activity and notify appropriate departments of deposits.
  • Assist with daily Positive Pay review and approval.

Performs payroll activities

  • Manage all aspects of payroll using Heartland Payroll and Time Clock software.
  • Maintain and protect confidential payroll information with discretion.
  • Answer employee questions related to payroll and/or the time clock.
  • Generate overtime reports for distribution.
  • Upload 403(b) contribution document to plan sponsor portal.

Oversees Accounts Payable activities

  • Use Financial Edge NXT (FENXT) accounting software and AvidXchange accounts payable software.
  • Answer any questions the Finance Associate may have in the course of their duties.
  • Post Accounts Payable subledger weekly.
  • Monitor corporate credit card activity.
  • Ensure bills are paid in a timely and accurate manner while adhering to APL policies and

Performs other duties as assigned including but not limited to:

  • Perform Finance Associate duties, as needed.
  • Perform routine or complex calculations, analyses, and create/generate/maintain reports and comprehensive spreadsheets.
  • Perform various monthly reconciliations and enter corresponding journal entries necessary for month-end financial closing.
  • Evaluate and assist in updating standard operating procedures when needed.
  • Provide assistance to staff and volunteers when needed.
  • Adhere to the APL’s accounting and financial policies and procedures, including cash handling, internal controls, and segregation of duties.
  • Assist Vice President of Finance on maintaining accurate financial records.

Qualifications

  • Bachelor’s degree in accounting required.
  • Three + years of accounting, bookkeeping and accounts payable experience required.
  • Two – three years of supervisory experience preferred.
  • Required ability and desire to learn and understand various software platforms, including:
  • Microsoft Excel: formulas, pivot tables, vlookups, build and maintain complex workbooks
  • Financial Edge NXT: general ledger reports, accounts payable reports, troubleshooting and support
  • AvidXchange: troubleshoot requisition and invoice issues, workflow issues
  • PetPoint: shelter operations software reporting
  • ezyVet: veterinary practice management software troubleshooting and support
  • Heartland Payroll / Time: payroll and time clock system support

Knowledge, Skills and Abilities

  • Demonstrated knowledge and understanding of accounting principles and concepts.
  • Ability to perform bookkeeping entries, computations and calculations with critical attention to detail.
  • Ability to identify and problem-solve discrepancies or errors.
  • Ability to thrive working both independently and collaboratively in a team environment.
  • Ability to multi-task and work well under pressure in a fast-paced environment with a variety of people, personalities, noises, and distractions.
  • Ability to promote communication and cooperation between APL departments.
  • Proficient in Microsoft Office Suite applications, including Word, Outlook, and Office 365.
  • Possess strong written and verbal communication skills.
  • Possess attention to detail and strong analytical skills.
  • Ability to maintain high-level of confidentiality.
  • Fear Free Certified or must become certified within six months of hire.