POSITION SUMMARY:

The Project Meetings Contracts & Accounting Coordinator (PMC) is responsible for the management and maintenance of a portfolio of contracts and invoices related to NACCHO’s project meeting. The PCC is also responsible for providing support to the Membership and Meetings Team as needed.

The PCC typically performs moderately difficult analysis, research, writing, and project coordination of functional contracts and accounting activities under the direction of the Project Manager and Director of Membership and Meetings. The PCC understands policies, standards, and their application to their work.

COMPETENCIES AND EXPECTATIONS:

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Undertakes a complex task by breaking it down into manageable parts in a systematic, detailed way.
• Identifies the information needed to solve a problem effectively.
• Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior.
• Effectively transfers thoughts and expresses ideas orally or verbally in individual or group situations.
• Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.
• Demonstrates eagerness to acquire necessary technical knowledge, skills, and judgment to accomplish a result or to serve a member needs effectively. Has desire and drive to acquire knowledge and skills necessary to perform job more effectively.
• Applies original thinking in approach to job responsibilities and to improve processes, methods, systems, or services.
• Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on one's knowledge and experience base and calling on other references and resources as necessary.
• Provides guidance and technical assistance through communications, project planning and coordination, and targeted marketing.
• Independently develops, prepares, and disseminates reports.
• Works collaboratively with others to support technical assistance activities.
• Represents NACCHO at external conferences and meetings with stakeholders.
• Act as liaison with staff as needed in specialization area.
• Track and analyze policies and best practices.

POSITION SPECIFIC DUTIES:

ACCOUNTING:

• Input project and budget information in the accounting software used to monitor program activity,
• Maintains calendars of due dates and deadlines for the Project Meetings portfolio of Grant, Contract and Sub-Award Agreements.
• Maintains various spreadsheets and schedules used to calculate and record contract and accounting activity.
• Produce financial reports, spending projections, and revenue calculations, when and where appropriate.
• Examine award documents; identifying all conditions, deadlines, and responsibilities in the award documents; and communicating all relevant information to appropriate financial and project staff.
• Performing other job duties as needed.

CONTRACTS:

• Invoice Processing:
  • Reviewing requests for payments from subcontractors, consultants, and vendors.
  • Acting as a point of contact between Contract Department and Meetings Team, as well as Meetings Contractors,  in the process of accounts payable verification
  • Review contractor, subcontractor, and vendor invoices to ensure that all costs are in accordance with contract and finance requirements.
  • Verify the execution of funds in accordance with the approved budget allocations; monitor and update the Airtable invoice tracker as received; monitor and ensure availability of funds; inform, when necessary, of funding and expenditure conditions that may affect the Projects’ operations.
  • Plan, monitor and execute the day-to-day administrative tasks to ensure a smooth workflow working both on a one-to-one basis with the executives, but also on a wider basis with internal and external clients.
  • Proactively performs administrative support in checking sam.gov and acting as liaison externally to ensure registration of sam.gov.
• Contract Management duties:
  • Responsible for using the Airtable program for contracts management, day to day activities of updating contract database information, ensuring the required documents are properly saved, updating invoice payment and financial information in Airtable and any other databases for reporting needs.
  • Work with other Contract staff to report weekly activities discussing outstanding issues and continual monitoring to ensure contractual obligations are being met.
  • Maintain electronic and hard copy records in accordance with Department policies and procedures.
  • Performing other job duties as needed.

EDUCATION/EXPERIENCE/SKILLS:

Bachelor's degree in relevant professional field with a minimum of 1-3 years of relevant experience and/or advanced technical training; or equivalent combination of education and experience, including a relevant certification. An advanced degree may be substituted for work experience. On occasion, extensive practical experience may be substituted for formal education, particularly if the technical specialty is unusually complex or when long experience has a greater value to the organization than conceptual understanding. Master’s degree in a relevant field preferred.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to use various project management tools such as Smartsheet and Airtable. Spreadsheet and word processing software experience required.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportion, percentages, area, circumference and volume.
• Ability to speak effectively before groups of customers or employees of the organization
• Ability to write routine reports and correspondence.

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

PHYSICAL DEMANDS:

• Occasionally required to sit.
• Occasionally required to walk.
• Occasionally required to reach with hands and arms.
• Occasionally required to talk or hear.
• Occasionally required to bend, lift or climb stairs.
• Occasionally required to lift light weights (less than 25 pounds).