Accounts Payable & Administrative Specialist

About First 5

First 5 Sonoma County is an independent public agency, established under the California Children and Families Act of 1998 (Proposition 10) which funded a local First 5 Commission in every California county to build integrated and comprehensive systems of support for children, prenatal to five years. Through a voter-approved tobacco tax, First 5 promotes optimal child development through investments in health, early learning and family resiliency. Catalysts for systemic change, First 5 Sonoma County partners with school districts, the early care and education sector, the health care system, community leaders, the private sector and social service agencies. By working through partners with a focus on prevention, we are able to maximize our collective impact and cost-effectiveness, and leverage community resources with federal, state and grant dollars.

Summary

The Accounts Payable & Administrative Specialist provides administrative support to First 5 Sonoma County staff and Commissioners in the area of finance and operations, primarily focused on the outflow of capital payments in support of First 5 Sonoma County’s operations and community investments.

Essential Duties & Responsibilities

Duties may include but are not limited to the following:

Accounting

• Review for accuracy and process Accounts Payable invoices and other financial documents.
• Process and review subcontractor reimbursement requests with backup document support and communicate with vendors regarding corrections of errors and omissions.
• Enter transactions into a fund accounting software program (currently Blackbaud Financial Edge).
• Complete AP check runs as needed, typically bi-weekly.
• Collect, organize and file staff expenditure receipts and accurately code credit card statements.
• Conduct quarterly internal audits of contracts to ensure compliance with Agency Contracting and Procurement Policies.
• Support the Finance team with compliance requirements set forth by the State and Federal government regarding annual financial and single audits and other program audits, as identified.
• Perform other duties as assigned.

Office and Records Management

• Inventory, monitor, order and track office supplies, tools and equipment.
• Utilize and train/monitor staff agency-wide to employ best practices for electronic document and file sharing, searching, naming and archiving on network or sharepoint
• Provide support to managers and directors related to compliance with agency’s document retention policy.

Required Experience & Education

Any combination of training and experience that would provide the required knowledge, skills and abilities in qualifying:

• Minimum two years of experience performing Accounts Payable tasks
• Associates degree or equivalent
• Relevant bookkeeping certificate highly desired

Required Knowledge, Skills & Abilities

• Utilize leading practices in administrative support, office methods, developing and following efficient and streamlined practices and procedures.
• Highly proficient with data entry, electronic filing and tracking of documents.
• Attention to detail and accuracy, while also seeing the “big picture”
• Adaptability to learn new databases and financial software
• Highly proficient in Microsoft Office Suite, particularly Excel
• Effectively and accurately communicates in both oral and written form
• Work well in collaborative environments, both in office and virtual environments
• Ability to plan, organize and prioritize own work to meet deadlines and accomplish assigned tasks within established timelines including maintaining accurate records and organized electronic filing systems
• Ability to maintain an orderly work environment
• Perform tasks in an efficient, prescribed and safe manner

Preferred Knowledge, Skills & Abilities

• Knowledge of basic bookkeeping principles and practices, particularly as it relates to fund accounting

Physical and Sensory Requirements:

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Mobility to work in a standard office environment and attend off-site meetings; mobility and manual dexterity to use standard office equipment and handle documents; vision to read handwritten and printed materials and a computer screen; hearing and speech to communicate in person and by telephone.
• Mobility, flexibility, gross body coordination, and dexterity sufficient to stand, sit, walk, stoop, reach, bend, twist, and turn
• Ability to frequently lift and/or move up to 25 pounds, and occasionally move up to 50 pounds
• Ability to sit for extended periods of time.

Work Environment

• This job primary operates in a professional office environment.
• Hybrid after probation period (a combination of remote and in-office work)

Benefits:

We offer a competitive, comprehensive benefits package including medical, dental, vision, life, and disability. Other perks include generous paid time off, holiday pay, a 9/80 work schedule, and a family-friendly workplace policy. This is an opportunity to work with a dynamic team with the great purpose of supporting the community to give children age 0 to 5 the best start possible.

How to Apply:

If you meet these requirements and are ready to embark on an exciting new career opportunity, we’d like to hear from you! We ask all applicants to include a cover letter with their application. Must be a California resident.

First 5 Sonoma is an Equal Opportunity Employer and considers all qualified applicants regardless of race, gender, color, religion, national origin, age, sexual orientation, gender identity, disability, veteran status, or other classification protected by law.