Assistant Executive Director, Finance

The Arc of Union County



Summary: The Arc of Union County Inc. is a leading Not for Profit provider of Person-Centered services to individuals with intellectual and developmental disabilities through various services and programming. Reporting to the Executive Director or designee, Assistant Executive Director, Finance is a member of a senior executive team responsible for directing and overseeing the financial activities of the agency, preparation of current financial reports and summaries, and devise forecasts predicting future growth.

The Assistant Executive Director, Finance ensures that all financial and accounting aspects of the organization are managed effectively, efficiently and in accordance with all state and federal laws, including GAAP. The incumbent works closely with the executive team in the combination of operational and strategic roles, manages accounting and financial control functions, and establishes a financial strategy for sustained business growth.

The Assistant Executive Director, Finance provides planning, and direction to the organization’s finance personnel to fulfill billing and revenue objectives in adherence with financial and accounting reporting policies. The incumbent reviews and analyzes all aspects of finances to ensure compliance with regulations and refining reporting documentation.

The incumbent oversees the General Accounting and Financial Reporting functions and the financial services area including Credit, A/R, A/P, Billing and Payroll. The incumbent implements and maintains agency policy system of internal controls that ensures agency’s assets are safeguarded adequately, and financial reporting is prepared in compliance with all financial policies, Securities Exchange Commission requirements and US GAAP.

The Assistant Executive Director, Finance, is responsible for working with the Executive Director in the development and monitoring of The Arc of Union County’s Annual Operating and Capital Budgets. The incumbent is responsible for preparation, allocation, and expenditure of budgets, overseeing the development, application, compliance, and audit of all federal, state and private funds.

The Assistant Executive Director, Finance performs all functions of financial administration and reporting to include, but not limited to, development and adjustment of associated budgets, completes pro-forma and trend analysis of budgeted funds, processes requests of expenditures, and ensures the timely reimbursement and/or payments of grants, contracts, and all other financial obligations. The Assistant Executive Director, Finance oversees facilitation of billing and claims resolution for all services delivered across programs including Fee for Service Billing to Medicaid, DVRs Vouchers and contracts, Early Intervention Services, Pre-School Education, HUD Subsides, SHC Subsidies, and Social Security remitted funds to the agency, etc.

The incumbent will ensure a high level of quality supervision and management of the assigned unit.

Provides assembly of staffing team, development of staff competencies, supervision, performance evaluations and personnel actions. Foster and maintain positive employee/management relations; develop an atmosphere of cooperation and teamwork.



This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated trainings and a minimum of 12 Hours of Professional Development completed annually.

This is an exempt position and the incumbent reports to the Associate Executive Director, Operations.


This position requires that information related to service recipient, employee, program operations, agency is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy.

Any misuse, mismanagement, etc. of information obtained, accessed, discussed, or provided to position may result in removal from managerial role or position capacity.

Skills: Excellent verbal, analytical, organizational, and written skillsand financial management skills, ability to communicate complex financial information to both finance professionals and non-finance teams as needed. Proficient in database and accounting computer application systems including familiarity with database technologies and Fund Accounting System, such as Abila, AccuFund etc. with demonstrated ability to maneuver the accounting system to enter budget data, generate reports, formulate dashboards for financial analysis and reporting.

Must have an excellent record of accomplishment in financial management and strong commercial experience. Exceptional math and computer skills and an understanding of budget and finance software.

Extensive knowledge and ability to utilize windows software, chart accounts, development of Executive Dashboard Financials, and conference presentations. Must have a clear understanding of accepted accounting practices.

Demonstrate ability to translate financial goals into appropriate budgeting systems, analyze financial information, project revenue and expenditures, Project fiscal impact of impending legislation on each funding stream as applicable. Demonstrate ability to administer Rental Project Assistance Contracts (PRAC) successfully, independently, and internally.

Demonstrate ability to revise and adapt procedures and systems to meet changing fiscal needs. Ability to execute organizational plans, inspire and provide guidance to direct reports.

Excellent interpersonal skills in order to effectively communicate with colleagues, shareholders, and other stakeholders. Strong management, leadership, planning, and communication skills required.

Profound Knowledge of staffing function and employment related legislations required. Must demonstrate ability to implement effective group and inter-group work, monitor group-level performance indicators, and diagnose and resolve problems within and among work groups.

Ability to exercise a high degree of initiative, sound judgement, and decision-making skills. Demonstrate ability to initiate and execute managerial decisions and actions.

Demonstrate ability to multi-task and work on various projects simultaneously. Demonstrate ability to thrive and perform in an ever-changing, fast paced and demanding environment.

Demonstrated ability to form, lead and develop high-performing teams. Ability to work collaboratively across departmental functions.

Assertive, solutions-oriented; persistence, versatility, talent, and stamina in dealing with continually changing set of circumstances required.



Qualifications: Master’s Degree in Business Administration, Finance, Accounting required; Certified Public Accountant certificate or license required. Knowledgeable of regulatory standards and compliance requirements including US GAAP.

A minimum of eight to ten years of experience in financial management and in a senior role and recent experience in public accounting or industry with responsibility for controller activities, financial reporting, consolidations, and analysis required. Minimum 8 years of successful middle to executive level management and supervisory experience in overseeing multiple staffing teams in a Finance Unit.

Extensive Knowledge of Principles and practices of finance administration in accounting, budget development, auditing, operations, services, and activities of a budgetary program. Familiarity with investment management and funding sources.

Profound Knowledge of pertinent Federal, State, and local laws, codes and regulations including Medicaid, DCF, DDD, HUD, US DOL WH Sect 14 (C) Social Services Programs etc. Experience managing Project Rental Assistance Contract (PRAC).

Certification from an accreditation organization, such as the Association for Financial Professionals is required. Experience working with budgets in a finance department required.

Experience in analyzing business performance and developing financial plans, internal controls, and financial reporting.

Experience managing financial operations, including accounts payable/receivable, payroll, billing, and auditing. Experience developing, leading, and developing high performing teams and cross-functional efforts; ability to identify and develop skill sets to support the financial aspects organization.

Understanding the overall goals and objectives of the company and align their financial strategies accordingly. Must be 21 years of age or older.

Must have a valid New Jersey driver’s license and abstract (not to exceed 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks, Central Registry checks and Financial Background Checks (Adverse credit check, Sanctions check).



Major Position Responsibilities


Finance


Control

Develop department operational plan for the Executive Director review.

Implement the plan in line with the objectives and goals designed.



Lead Accounting Operations team including AR, AP, Billing and Payroll as well as ownership of the full cycle month-end and year-end close process including GL Accounting, reconciliations, monthly journal entries, supporting schedules (accruals, depreciation, and amortization) associated with the compilation of consolidated financial results.

Design a monthly Closing Schedule of Activity and assure designated finance personnel optimizes their presence for timely completion and efficient outcomes.


Meet with department Directors Quarterly to present and review Income Statements, Year to Date Statements (YTD) to ensure that income and expenditures remain within target.

Implement and ensure all transactions are consistent with the agency Administration and Internal Controls policy with respect to Procurement, Agency Bank Account Controls, Accounts Payments, Issuing of Credit Cards, Contracts, Bidding, and Lease provisions and protocols.


Oversee the opening of credit or charge accounts and maintain administrative access.

Reinforce policies to minimize risk and ensure that the organization reports its financial position accurately.


Maintain control over all financial transactions and manage the agency’s liquidity, ensure access to cash and sources of credit.

Ensure that consultation Services (Finance Department, IT etc.) is compliant with state and federal regulation including NJ Department of Taxation, the Department of Labor, the state Attorney General, NJ Department of Human Services, Medicaid, the Internal Revenue Service, etc. and that consultants are not utilized in the capacity of an employee directing and performing work as employees of the agency in compliance with state and federal regulation.



Network

Organize and manage the organization’s administration of financial grants, payroll, benefits, banking, cash flow, insurance etc.


Oversees payroll, payroll accounting, and payroll tax for the agency. Provide backup structure for the Payroll Administrator.

Negotiate with vendors as designated by the agency, interpret contracts and legal requirements, and implement appropriate financial procedures and controls.


Interact periodically with the Board Finance Committee, Board of Directors in financial reporting, analyzing, and interpreting financial information and communicating status, trends, and concerns with the department Executive Director and the Executive Director.

Align financial management with short-term and long-term financial planning and procedures.


Process property tax exemption applications for agency as needed including filing Initial Statements as applicable and/or Further Statements with all municipalities etc.

Oversee the preparation and filing of tax documents and returns, as required including form 990, NJ Charities Registration, Quarterly and annual payroll tax returns, Annual Report with Division Of Revenue and Enterprise Services, Annual information returns, etc.


Ensure timely reconciliation of the balance sheet monthly, reconciliation of other accounts to statements at least monthly, and as needed.

Provide oversight on auditing and validation of expenses on receipts/invoices.


Monitor and prepare contributions to retirement plan in accordance with IRS regulations etc.

Prepare COAH surveys for existing housing project partnerships as requested by municipalities.



Reporting

Automate all processes possible and file supporting documentation in preparation for verification, review, and filing.

Align the metrics that form the basis of operating units with the metrics leveraged for financial reporting.



Prepare monthly, quarterly, and annual accounts reports that present the company’s position in line with generally accepted accounting principles.

Prepare dashboards reports including Executive Dashboard Financials, Income Statement for the Executive Director Budget Committee, Board Finance Committee, The Board of Directors, HUD Boards etc., that provides an overview of business performance and financial results.



Prepare reports and updates on financial performance for the Budget Committee, Board Finance Committee, The Board of Directors, Creditors, and Senior Directors, stakeholders etc. to build confidence in the organization.

Prepare financial and operational reports including, but not limited to financial statements, balance sheets, cash flow projections and budget summaries for the Executive Director, Associate Executive Director, Operations, other internal departments etc.


Prepare a Weekly Summary Report to the Executive Director with capturing: Receipts, Disbursements, Revenue and Variance Notations (+/-), discrepancies,


Strategy

Understand the overall goals and objectives of the company and align their financial strategies accordingly.

Work closely with other executives, providing financial and profitable perspectives to ensure company growth plans are aligned with sound financial decisions.


Asses and recommend funding sources for investment programs and calculate the likely return on investment.

Facilitate Budget Committee activities as assigned, facilitate investment activity and communications on behalf of the Executive Director, the Board Finance Committee as designated and consistent with the agency Investment Policy.


Evaluate the financial potential and risk of merger and acquisition plans.


Accounting

Ensure that credit risk is balanced with business objectives, targets are met and that only valid claims with proper management authorization are paid.

Oversee the general accounting functions, which include inter-entity accounting, cash management/reconciliation, financial reporting, balance sheet management etc.


Ensure that internal controls policies and procedures are established, and implemented to provide reasonable assurance that the company assets are protected.

Coordinate and oversee The Arc of Union County’s activities relative to internal controls documentation, testing and segregation of duties.


Provide technical accounting GAAP guidance and support to all agency entities.

Ensure proper timing and application of revenue recognition rules.


Ensure that the agency’s financial records are prepared and maintained in compliance with company policies, US GAAP and Securities Exchange Commission reporting requirements.

Responsible for reviewing monthly/quarterly account reconciliations and other documents to ensure compliance with company policies and US GAAP.


Ensure the timely completion of Federal and State tax reporting requirements, insurance reports and other reports required by government regulation.

Reconcile all asset and depreciation accounts quarterly and for year-end audit preparation promptly.


Plan, direct and coordinate and/or facilitate activity relating to both internal and external audits in the periodic review of the agency’s financial records including Year End Annual Audit.

Assures timely closing of books thus fewer adjustments/time spent by the auditors on adjustments.


Prepares the organization for financial audits, and coordinates with other agency offices for other audits including Medicaid audits, insurance audits, worker’s compensation. Provides information requested by auditors promptly for efficient and effective auditing.

Assure excellent accounting practices thus No Material Findings/Unqualified Opinion/Clean Report in Audits.


Assumes ownership of books, financial statements, and audit.

Provides pertinent information to the Executive Director with respect to audit findings.


Implement recommendations related to areas of responsibility resulting from audit findings.

Inform executive designee promptly about any potential problems or issues.



Budgets

Gather, accumulate data, Work with the Executive Director organizational and program specific operating budgets, process approval through the Budget Committee, Executive Director, Board Finance Committee, and the Board of Directors.


Direct and coordinate budgeting activities and the implementation of organization’s budget policies.

Monitor actual performance against estimates and prepare annual and intermediate budgets. Coordinate appropriation for departments and specific programs while balancing the need for emergency funds.

Review operating budgets periodically to analyze trends affecting budget needs.


Lead efforts in creating annual operating budget for the organization; carry out quarterly budget reforecasts, solicit review and approval from management and/or the Finance Committee, The Board of Directors.

Prepare budget analysis reports for management and present key data and analysis of financial trends and risks in the operating budget.

Provide recommendations for addressing any budget or financial issues.



Prepare tentative, interim, and final budget submissions for the State, other entities as applicable within established guidelines; review expenditures for programs to ensure proper budget compliance.

Develop budgets for departments; estimate income for cost centers and programs using reports, certifications, estimates, actuals etc.; recommend improvements to the budget system as needed.



Support the Executive Director, Executives, Senior Directors, and staff in ensuring effective and efficient management of the operating budget, and solicitation and management of grants, contracts, and all other associated revenue streams.

Empower department heads with actionable information as to the departmental performance against the financial plan and methods for planning and operating within budget constraints. Issue monthly or quarterly Plan to Actual Budget reports for each Executive.



Enforce limits on spending to allow the Agency’s financial process to function properly with maximum efficiency attainment.

Ensure that all organizational capital funds, Fee for Service Funds, Representative Payee Funds, contracts, Rent funds, Rent Subsides, Board of Education Tuition, DVRs/State Social Service Programs funds etc. are maintained in accordance to organizational policy and within respective entity regulatory and legal requirements.



Ensure prudent and effective day-to-day management, administration and implementation of policies established by the Board and/or the Finance Committee concerning the management of Institutional Funds.

Maintain all necessary capital funds, Fee for Service Funds, Representative Payee Funds, budget, Rent funds, Rent Subsides, Tuition, DVRS/State Social Service Programs funds and financial report schedules and requirements; keep management and all relevant staff apprised of all grant, budget and financial reporting deadlines and requirements.


Provide oversight on the Arc Representative Payee bank accounts and facilitate monthly transfers for payments collected from Residents/Tenants.

Compare audited trial balances to Fund Accounting System, Abila, AccuFund etc. trial balances to ensure all accounts are accurate and agree with audit balances.



Assure daily tracking of bank activity for disbursements made and revenue received.

Update capital assets schedules for depreciable assets.


Track write-offs and disposals as they occur.

Assure preparation of capital assets for the next year by flipping the depreciation for the current year and updating all schedules.


Assure compilation and deposit of all monthly rent payments into assigned bank accounts.

Analyze balance sheet accounts and adjust as necessary for all entities including the The Arc, HUD entities and Lifetime Inc.


Assure calculation of all insurance allocations with yearly renewal premiums; General Ledger, Work Comp, Prop, Vehicles, Cyber Liability and Flood.

Analyze account for payments and monthly allocations as well as reconcile the prepaid insurance for year-end audit.


Assure tracking of vehicles under lease and owned and generate monthly report for administration review.

Assure tracking of insurance coverage and renewals -contact insurance companies for additions and deletions.


Assure monthly entries are made for revenue into the agency’s Financial Accounting System, Abila, AccuFund etc., in relation to related to Representative Payee transactions.

Ensure compliance with rules and regulations directed by funders and prepare the organization for all required routine and unannounced audits.


Monitor interventions and programs funded by grants to ensure compliance with grantor guidelines.

Assure tracking of receipts of foundation grants coded to deferred grants and expense upon realization of expenses.


Assure production and maintenance of summary schedules for each separate grant as well as include on the grant summary for the audit.

Oversee the development, preparation and timely submission of grant, contract and other financial resource applications.


Prepare monthly, quarterly, annual or other reports required by respective grants, contracts and/or requested by management.

Develop cost accounting reports and financial trend analysis tools to inform decision-making team and control costs of organizational programs and services.


Project cash flow for determining budget transfer needs; review and process budget transfers; add, or modify cost centers and individual accounts as needed in consultation with the Executive Director and Associate Executive Director, Operations.

Review accounts and programs to ensure compatibility with State, Dept. of Education etc., accounting requirements.



Facilitate approval of established tuition rates by the Board of Directors as required and notify appropriate entities including the School Districts Board Of Education as applicable, etc. as necessary or as required promptly.

Prepare various financial reports of programs as necessary for the Executive Team’s review.


Recommend and assist in the implementation of goals and objectives; establish schedules and methods for providing budget services; implement policies and procedures.

Plan, prioritize, assign, supervise and review the work of staff responsible for providing budgets.


Work with all middle to senior management staff to direct, assist, and explain the budget processes as needed.

Represent the Finance Services Department and the Agency at various County, Regional, and State meetings as needed.


Supervise, organize, and review the work of professional, technical, and clerical personnel in relation to Finance and Accounting.

Find ways to improve efficiency and increase revenues.

Analyze trends enhancing untimely expenditures and adjust budgets accordingly.



Monitor revenue and make revenue predictions based on current economic data.

Review all budget amendments, strategic plans and performance measures in relation to finance, accounts and budgeting.


Generate budget explanations using spreadsheets, graphic illustrations etc.


Billing

Manage the organization wide billing efforts consistent with accounting requirement, minimizing data entry, optimizing efficiency, and verifying against source data. Maximizing all “other revenue” sources including investment, credit, and interest.

Explore line of credit offerings within the existing banking relationships.

Provide timely supports and extend professional collaborative efforts to partner with all agency staff and to all the departments to enable functional and efficient flow of business. Assure effectiveness in agency’s our ability to capture accurate billing and or identify gaps in operations that may lead to inaccuracies, provide sufficient communications with our agency leadership and executive staff to troubleshoot and follow up.

Provide close professional informed collaborative review among our executive and director level staff to help our staff to identify means to correct errors in billing, operations and or reporting. Assure responsibility to facilitate this effort and to ensure that the necessary staff on the finance team are equally informed and available to assist to address these matters.



Assure electronic billing platforms across all agency-billing programs and ensure complete integration of all billing platforms into the agency’s Fund Accounting System, Abila, AccuFund etc.

Work with the organization of revenue cycle management staff to evaluate and implement best practices.


Establish and recommend billing and collection policies.

Generate insightful, innovative, and practical solutions to billing and revenue cycle issues and participate in testing of all new processes that affect the revenue cycle to ensure desired outcomes.


Develop, implement, and maintain revenue cycle standard operating procedures.

Assure understanding and communicate the business and systems impact of proposed changes/additions to Operations workflows and processes as they affect revenue cycle.


Work with a team of professionals to ensure the timeliness, accuracy and integrity of accounting and financial reporting processes providing thoughtful and guidance to the leadership team and stakeholders relative to historical and forward-looking financial and operational results for the agency.

Oversee and direct the workflow and assign duties of bookkeeping functions to ensure accurate and timely posting of charges and receipts, billing of service recipient services, contracts to a variety of sources and ensure that collections of accounts receivable happen in a timely manner.


Assure provision of monthly updates of revenue cycle status including reports, metrics, and presentations.

Assure daily monitoring of organization’s billing and practice management platforms, timely execution of billing rate changes etc.


Assure collaboration with directors to meet state and federal guidelines pertaining to all services provided including DDD Services, DVR services, Special Education Services, DCF Early Intervention Services, Social Services Programs etc.

Attend interdepartmental meetings with other executives or directors to review and discuss revenue and billing cycle fiscal strategies pertaining business operations.

Initiate and collaborate with other key departments Operations, QCP, WFD&ES, Billing (SDR, Invoicing, DVRs units) a monthly review of the utilization of service units as they pertain to the SRDs, DVRs units and EI payroll vs billing to ensure compliance with all agency policy, procedures and billing practices.



Provide effective communication and collaboration with other executive staff, assure availability for meetings with the Operations leadership to review areas of concern or areas that require interdepartmental collaboration to identify areas of improvement induce efficiencies etc.

Follow up with action items on decisions made and to implement them expeditiously within protocols associated with the agency. This includes but is not limited to agency business operations/delivered service/quality controls, board decisions, committee decisions and other internal communications.



Oversee creation of a Service Authorization within Therap to enable DVRS Supported Employment personnel, other providing services to enter attendance data (when provides service) by Billing Director.

Oversee that Therap service authorization features the Timeframe the authorization is valid as well as the total units authorized on the authorization. Oversee Notification of WFD&ES, other program operations management team when the charting platform is ready.

Oversee that Billing Director updates existing Service Authorization within Therap to reflect noted change(s).

Oversee that the Therap service authorization features the Timeframe the authorization is valid as well as the Total units authorized on the authorization. Oversee Notification of WFD&ES, other program operations management team when the charting platform is ready.



Oversee proper monitoring of the Service Authorization utilization.

Oversee that at least twice monthly generation of a utilization report by Service Authorization by the Billing Director. Provide outcome report to Executive Director and Associate Executive Director, Operations for analysis on services over utilized and underutilized.

Oversee Notification of support team promptly when a service authorization is due to expire or is running short of approved units.

Oversee an efficient and effective system for channeling submission of voucher/invoice to payment offices including DVRs offices etc.


Oversee generation of a monthly report through Therap Attendance Module for the total number of hours entered for service provided by DVRS SE, other and submission to Associate Executive Director, Operations for review against the total payroll hours accrued by SE personnel and other staff that provided voucher or invoice based services per month and determination of program efficiency.

Meet collectively with the Director, WFD&ES, Billing Director, Director, and Finance, at least monthly to review Recorded Receivables, anticipated deliverables, payments received, journal entry and statement of activity to verify and ensure efficient billing for services rendered, detection service not yet billed and invoicing.



HUD

Implement The Arc of Union HUD Residences Housing Urban Development (HUD) Management Agency Policies and Procedures to meet the agency and HUD’s objectives and goals.


Maintain high quality financial management, leasing occupancy, for all HUD entities.

Assure timely annual submission of contract renewal and/or funding request to HUD Administration for project development.


Review HUD projects, prepare contracts, rent calculations, deductions applications, documentations etc. for accuracy and consistency in line with HUD standards before they are signed, processed and/or transmitted to HUD through Tenant Rental Assistance Certification System (TRACS) and filed.

Review SHC projects prepared contracts, rent calculations, deductions applications, documentations etc. for accuracy and consistency in line with SHC standards.



Ensure facilitation of HUD Enterprise Income Verification Procedure and Information/Reports’ Generation, and maintenance of Files.

Provide HUD Projects Financial reports to the Officers to review monthly/quarterly.


Assure that the Arc of Union County HUD entities uses the HUD’s EIV system in processing all HUD activities including transmission of vouchers to HUD on a monthly basis in its entirety as required by HUD.

Ensure the assigned agency HUD projects Finance Project Manager maintains initial and current (annual) Access Authorization forms and Cyber Awareness Certification.


Assure secondary upper management cyber certification for prompt access and administrative update upon personnel change on assignment.

Assure tracking of all account receivable activity for all HUD entities.


Assure generation of monthly reports from the REAC governmental site/ HUD’s EIV System as required.

Assure facilitation of yearly recertification of service recipients’ leases and yearly contracts and submit through HUD’s EIV System.


Assure assembly of all yearly and 5yr contracts for the HUD residences and prompt submission of correspondence to the housing authority HUD related issues.

Assure tracking of Residual and Replacement Reserves for all HUD entities.


Assure effective preparation and facilitation of HUD Management Occupancy Reviews for successful review and outcome.

Financial Software Integration


Work with internal/external finance department systems consultant and/or complete a comprehensive course in MIP Abila for Financial Reporting for Finance Directors or Executives to further learn, understand and gain proficiency in the functions and capabilities of the Abila Financial Accounting system. Access and use agency’s Main /ledger Accounting Software Abila Platform regularly, generate financial statements independently, formulate dashboards independently.

Establish progressive fade out of consultant reliance by finance structure. Develop and document systems integration efforts to meet changing internal reporting requirements.

Plan and organize for accounting staff to complete a comprehensive course in Fund Accounting from the MIP Abila training suite including FA275 – MIP Fund Accounting Core LW thus monitor, audit and evaluate their progress alongside.


Review systems utilization between the finance department and other departments including DMC, Operations, Human Resources, others and seek out opportunities to enhance system integration where applicable.

Optimize access and use the agency’s main general ledger accounting software regularly as a support management function for duties such as data monitoring, facilitation of entries as necessary, independent generation of financial reports, independent formulation of dashboards, preparation of reporting to include predictive analytics and the ability to understand the capabilities and or limits of the financial software’s functions/interface with other software in the agency systems for the success of this role, provide oversight and minimize mistakes, provide efficiency, provide training, proper review/audit of data, accurate interpretation of data/reliability and capitalize on and optimize on opportunities.



Ensure that Finance Software Platform Requisition configuration conforms to purchase protocols and approvals structure consistent with the agency procurement policy with a design that is workable, logical, GAAP responsible P.O.

System.

Integrate the Electronic Purchase Order Application into Fund Accounting System, Abila.


Ensure financial management Accounting System, Abila, AccuFund etc. package in use is linked/interfaced with other departments’ general ledgers allowing data to flow swiftly to and from other applications/software.

Ensure financial management accounting Software in use has an organized and friendly structure/chart of accounts to accommodate the variety of the agency’s main entity, divisions, subsidiaries, financial and accounting activities with flexibility to designate various set of codes, organize and generate consolidated financial reports/statements that are department based, division based, subsidiary based.


Ensure financial management accounting Software in use has Automated Financial Reporting capability, ability to generate Standard Reporting, appropriate to varied audiences, such as consolidated reporting based on departments, divisions, subsidiaries, and/or all departments/subsidiaries, and ability to consolidate these varied reports in one financial report.

Ensure availability and visibility of consolidated reports Fiscal Year Based, Multiple Fiscal Year Based, Quarterly, and Monthly based, and limited access to managers, relevant stakeholders, etc.


Ensure financial management accounting Software in use is executing reconciliation with Fee for Service billing, interfacing with other revenue cycle financial software, successfully populating, uploading, and submitting billing data at all stages.

Ensure financial department recognizes anticipated revenue automatically, reconciles AR and Payment, reconciles AR/billing to County funds, reconciles AP to Therapist, reconcile Cash Receipts, Invoicing, AR and Billing, and provides access to respective departments as well as task level, for direct processing with limited user security access to departments or subsidiaries.


Collaborate with Software provider, and/or Software security service provider to assure user security account set up for executives, limited access to certain department or subsidiary, as well as task level.

Contract Record and monitoring


Review all contracts; ensure advance approval by the Budget Committee and signed by Associate Executive Director and the Executive Director as designated by the Board of Directors.

Prepare General Contractor Contracts on agency letterhead by including required lien waiver requirement, obtain Business Registration Certificate (BRC), Certificate of insurance, Certificate of Bond, inform HR to execute, and secure background check results verifying good standing, verification on Exclusion List, disbarment etc. by the Office of the Inspector General and/or the Department of Consumers Affairs and other entities as provided in the procurement policy.



Maintain a record of written contract term periods for all financial contracts and assure that written contracts do not renew instantly at expiration without formal agency review.

Collaborate with the Head of HR to review and analyze existing Core Insurance Coverage and Health Care Insurance coverage and collectively provide projections executive report to the Executive Director a head of the renewal reviews with respect to premiums, organizational/employee needs etc.



Payments

Ensure that all receipts, invoices, proposals, work order tickets, are signed and validated by at least three recipient program oversight managers including the Assistant Director, Director, Executive Designee and attached to the signed Requisition/Purchase Order before entry is made to the Fund Accounting System, Abila, AccuFund etc., to process payment.



Ensure fulfillment of agency policy for signatory on all accounts payable checks issued.

Oversee and ensure Finance Department conducts audit and reconciliation of charge account bill statements vs Requisitions/Receipts monthly or frequently.


Oversee and ensure that processing of orders on existing charge account include layers of line management approval including AD, directors and Associate Executive, Operations (AEDO).

Ensure agency practice that check payment is the primary method of payment for service or purchases approved by the agency.


Ensure that any emergency payments by phone or wire transfer requires written approval and authorization by the Director, Finance Services, and by the Associate Executive Director, Operations on the agency “Emergency Wire Transfer Authorization Form” expedited electronically through Adobe Sign or Doc Sign.

Maintain of a comprehensive listing of ongoing contract obligations, recurring bills including fixed costs accounts, etc. and timely processing of payments, avoid delinquencies, late fees, penalties, cancellation of accounts etc. Review regularly the listing with department heads for the business units associated with bills and the executive the Executive Director to ensure the organization has provided prior approval.



Ensure compliance with prohibited use of credit card for standard cycling/recurring or rotation bills payments in place of Accounts Payable’s role.

Always maintain inventory of all agency cards and availability for review.


Conduct regular audits on agency credit cards including agency gas cards relative to the Fleet Inventory provided and deliver report to the Associate Executive Director, Operations as directed.

Ensure that before AP processes any payments, AP secures approval of the Director of Finance Services and authorization by the Associate Executive Director, Operations.



General

Monitor, measure and manage department performance progress, identify efficiency issues and propose solutions to increase efficiency and quality service.


Assure update of data for performance measurement and management reporting systems as required and analyze outcomes.

Assure department attains an overall performance rating at or above established benchmark score or higher in internal and external expectation, objective, conformity audits/reviews.


Assure timely, thorough and effective communication regarding finances, accounting, budgets, billing to all appropriate parties including but not limited to funders, supervisors, directors and/or administration.

Be available and pursue opportunities to learn and to craft general working, functional operational knowledge of our agency core revenue producing business segments.

Demonstrate working knowledge of agency’s operations environment through several meeting engagements with peers thus enhance ability to engage in collaborative discussions. Demonstrate ability to provide tactical, functional feedback and guidance to finance staff etc.



Devote time and learn about agency services and all of business segments for effective finance advisory/guidance across settings, support to fiscal monitoring, etc.

Employ an appropriate number of delegated tasks and participate in supporting staff “hand on” in the completing delegated tasks and executing personally and independently assigned tasks.

Maintain a working knowledge of all phases of department operations, organize, direct and provide support. Work at every opportunity to gain deeper knowledge about the agency’s general agency business cycle/workflow and billing for better equipment to provide proper guidance and development to finance staff and peers.



Take an opportunity to thoroughly review and utilize the current DDD Community Care Program Policy and Procedures.

Ensure all finance services department personnel are fully knowledgeable with services provided including residential, day Habilitation, special needs behavioral, special needs medical, special education, vocational training, community employment, social services programs, in home supports etc.

Assure financial and accounting practices align with all regulatory standards including Medicaid, CDF, HUD, DVR, DDD, OOL, CCW, OSY, WIOA, WFNJ/NJLWD etc.



Provide hands on implementation of tasks with functional, informed direction to ensure quality control, accuracy, establish credibility among finance team, efficiency and garner opportunities; as an informed manager spot opportunities and risks early and provide specific tactical direction to staff in their ability to complete their assignments in an accurate, informed manner.

Provide support or empowerment to finance staff in their respective roles and guide them to interact all levels of management as appropriate in their quest to seek an understanding and or resolution to questions that may arise during the course business on any given day. Support the agency approach that encourages professional collaboration among all staff as cited throughout our agency vision and values and is expected.



Reinforce the agency’s policy and procedure that prohibits cash payments at program sites to staff for agency services, to avoid loss of cash received at site by program management.

Provide supervision, coaching, mentoring, training and direction to all assigned staff.

Promote teamwork and trust through effective leadership and role modeling.



Ensure that upon notification of an employee accident at work, appropriate measures are taken consistently with agency policies and procedures. Provide guidance, direction, and assure claim is reported through standardized notification including Employee Accident Report, Root Cause Analysis documentation.

Actively support all agency policies and procedures to all internal and external contacts.


Have a thorough understanding of Departmental Operational Plan, Agency Strategic Plan, and Human Resource Policies.

Ensure that staff members are fully trained on program specific trainings, department, agency and DDD trainings, and meet criteria of a minimum of 12 Hours of Professional Development completed annually, etc Orient and train all assigned staff in department specific and agency policies and procedures; monitor, and evaluate staff performance in trainings and compliance with all policies and procedures.


Complete all supervisory trainings as designated and attend professional development management workshop as directed

Complete Routine, Monthly, Quarterly or Business Director’s Reports as required and submit promptly as directed.


Participate in Ad hoc agency committee (s) as assigned.

Facilitate training as assigned.


Initiate “on call” procedures with respect to arising incidents including 911 emergency calls, life threatening incidents, and/or operational breakdown etc. and complete Unusual Incident Reports (UIR) in a timely manner consistent with agency policy and state law.

Responsible to report to immediate Supervisor or through the chain of command any suspected incidents of abuse, neglect or exploitation of service recipients and complete Unusual Incident Reports (UIR) in a timely manner consistent with agency policy and state law.


Monitor and safeguard agency property and funds.

Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.


Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited.

The agency uses various IT systems to detect these activities.

Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency.



Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees.

Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person’s employment shall be terminated.

The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.



ADA Expectations

This position requires an employee to perform duties in an indoor and/ or outside setting where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises are possible including occasional temperature fluctuations depending on the climate/season/weather.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Physical Demands: The physical demands for this position must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee may be regularly required to maintain a stationary position (standing and sitting), move/traverse, kneel, bend, reach with hands and arms for extended periods of time, twist, carry, lift up to 35 pounds, Agility with wrist and finger dexterity to access, key and sort electronic information or file documents, ability to view computer and/or electronic device for extended period and other physical duties as directed by your supervisor and/or Director.

The essential Cognitive Functions of this position may include ability to analyze, compute, hear and repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate, and converse with a diverse group of people among others.


The Arc of Union County will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to The Arc of Union County.

The Arc of Union County is an Equal Opportunity Employer.

All qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or protected veteran status and will not be discriminated against due to a disability.



Work Environment – The agency offers safety trainings such as Universal Precautions/Infectious diseases, COVID-19 Education and Safety Practices among others to promote a safe environment for all employees and service recipients including visitors. Personal Protective Equipments and necessary supplies such as disinfectants are supplied to all employees free or charge.

Each employee is responsible to complete offered training and implement the health and safety protocols and mitigation practices consistently.

Must be able to intervene and apply the appropriate verbal de-escalation and/or physical intervention techniques during a crisis in accordance with agency policies and procedure.


The agency may assign employees to any duties and to any work site it deems necessary in its sole discretion.

This is an administrative position; you are required to communicate abrupt absence directly to your supervisor/operation management and verbally handover (not necessary physically) responsibilities to your supervisor for the smooth operation of programs and the safety and wellbeing of the service recipients. This position requires four (8) weeks’ notice prior to leaving or resignation.