Organizational Summary:
Envision a future where health disparities do not exist, where HIV transmission is extremely rare, and where people living with HIV have access to the medications and social support they need to live healthy, long lives. San Francisco AIDS Foundation has worked to create such a future since 1982 through education, advocacy and direct prevention, substance use health and supportive services. More than 16,000 people every year access free HIV testing and STI screening, harm reduction and syringe access and disposal, community engagement, and health navigation services. We need passionate agents of social change, vanguards of public health, and creative problem-solvers to join our fight.

Position Overview:
The Budget & Contracts Analyst is responsible for the administration and monitoring of agency government contracts and foundation grants received annually by SFAF.  This includes invoicing and accounts receivable reconciliations with funders; accurately preparing monthly closing entries and account reconciliations of government grants.  Prepares Time & Effort reports, contract staffing matrix and maintains allocation databases for agency staff expenditures.  Reviews and maintains subcontractor ledgers for all contractual obligations.  Reviews and approves agency expenditure requests.  Develops and maintains robust reporting and analytics to enhance financial transparency to management.
 
Essential Duties and Responsibilities:

Budget Tool Maintenance:
  • Perform semimonthly review and update of personnel allocation database to ensure that staffing and related expenditures are allocated according to contract or other funding requirements from the City, State, Federal government or other funder. Prepare monthly Time & Effort reporting to support allocations.
  • Review these databases to ensure alignment with agency budget software tool.
  • Prepare monthly account analysis of all revenue and expense accounts relating to contract services and reconcile discrepancies as needed.
Government Contract Monitoring and Invoicing:
  • Collect and analyze program performance data and use to determine monthly invoice amounts for government contracts. Analyze billings and expenditures to ensure they comply with contract terms. Prepare related invoices and accounting entries to permit timely billing and collection.
  • Monitor SFAF’s program subcontractors for accurate and timely invoicing of their contractual obligations.Process all subcontractor invoices in a timely manner and work with the subcontractors to resolve any discrepancies that may arise in their invoicing and reporting.
  • Maintain collection records of all government Accounts Receivable and develop relationships with vendors to rectify collection issues and ensure timely receipt of payments.
Reporting and Analysis:
  • Develop and maintain robust reporting to track government contract expenditures to budget. Provide greater transparency to managers to monitor their contract and department budgets.
  • Enhance and streamline monthly reporting for management and Board of Directors.
  • Utilize budget software tool to maximize tool functionality.
Expense Payment Processing:
  • Weekly review and approval of SFAF’s online expenditure requests and credit card expense reports to ensure budget adherence.
Annual Budget and Forecasts:
  • Participate, along with the Budget Director and Senior Budget & Contracts Analyst, in the preparation of SFAF’s annual budget and forecasts, as needed.
  • Assist the Finance staff with ad hoc requests, as needed.
 
Knowledge, Skills, and Abilities:
  • Business ability:  Solid knowledge of generally accepted accounting principles with a focus in Budgeting. Ability to reconcile general ledger funds/accounts. Strong problem solving abilities, outstanding analytical skills, attention to detail, and ability to multitask. Strong experience with analyzing and reporting data in order to identify issues, trends, or exceptions to drive improvement of results and greater financial transparency.
  • Software skills:  Advanced knowledge of Microsoft Excel and Access. Advanced knowledge and experience with Microsoft Dynamics & Adaptive Insights and/or other budgeting software tools.
  • Interpersonal skills: Solid commitment to customer and employee service. Excellent verbal and written communication.
  • Judgment: Exhibits sound and accurate judgment; ability to clearly communicate, both verbal and written, the reasoning for decisions; includes appropriate people in decision-making process.
  • Quality: Sensitivity to diverse populations and work styles.  Ability to respond to and meet deadlines imposed by internal and external customers. Ability to handle multiple priorities simultaneously.
Supervision: No supervisory duties
 
Physical Requirements and Work Environments:
Skill in operating office equipment such as a personal computer, copy machine and telephone system. Ability to perform routine bending, stooping, twisting, and reaching. 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.
 
Education and Experience:
  • Requires a bachelor's degree in accounting, finance, or related field. Minimum of 3 years’ budgeting experience or 5 year relevant work experience in Accounting/Finance field.
  • Prior related nonprofit experience a plus.
  • This position will have access to protected health information (PHI) and may only access, use or disclose the minimum information necessary to perform their designated role on behalf of San Francisco AIDS Foundation, regardless of the extent of access provided.

 
Work Environment:
This position is primarily located at 1035 Market Street; San Francisco, however may require traveling to other office locations in San Francisco or off-site meetings as required by the job.
 
The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for personnel so classified.
 
Equal Employment Opportunity Statement:
The San Francisco AIDS Foundation is an Equal Opportunity employer. We actively seek applications from people living with HIV/AIDS, and other disabilities, women, gay men, lesbians, transgender, queer and people of color.
 
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
 
Application Process:
Please visit our careers page at:
http://www.sfaf.org/about-us/careers/
 
POSITION OPEN UNTIL FILLED
NO PHONE CALLS PLEASE

 

This is a full time position

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