Finance Coordinator

Job Title

Under the general supervision of the Director of Finance, this position coordinates the Town's purchasing and procurement support functions, including purchase requisition and purchase order review, purchasing card program administration, and vendor setup and maintenance. The position also coordinates daily cash receipting, balancing, and deposit processes for Town departments and provides accounts payable and general Finance administrative support. The position works with multiple financial software systems to complete assigned duties and special projects and interacts with Town employees, residents, vendors, and other stakeholders.

The duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements or duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Coordinates the Town's purchase requisition and purchase order process to ensure compliance with Town policies and applicable State purchasing requirements including verifying the proper documentation, quotes, and approvals are obtained.

Approves requisitions at the Finance level and routes purchase orders for final review and approval. Administers the Town's purchasing card program by distributing monthly cardholder statements, establishing reconciliation deadlines, reviewing documentation for proper coding and approvals, and processing the transactions in the Town's financial system. Processes daily cash updates for departments, reconciles departmental reports to system end-of-day totals, researches and resolves discrepancies, and approves and posts balanced transactions.

Coordinates the collection, receipting, and balancing of cash and check collections from Town departments and prepares collections for scheduled bank pickup in coordination with Accounts Payable. Creates and maintains vendor records in the Town's financial system by coordinating and verifying the required documentation is complete prior to setup. Creates vouchers and purchase orders for assigned departments, routes documentation for approval, and maintains supporting records in accordance with Finance procedures.

Provides accounts payable support, including the preparation and routing of invoices, vouchers, and supporting records, and the processing of purchase order and receipt corrections, voids, and reinstatements, verifying accuracy prior to final processing. Processes Finance-related public information (open records) requests by locating and compiling responsive Finance and purchasing records and coordinating responses within required deadlines. Processes incoming Finance mail daily;

opens, sorts, scans, and routes invoices, payments, and financial documents to the responsible departments to support timely approval and payment. Coordinates ancillary Finance and purchasing processes, including the disposition of surplus Town property through the Town's auction provider, the publication of required public and legal notices, and the creation of project codes in the financial system at the request of operating departments.

Monitors the Town's purchasing inbox and serves as a primary point of contact for departments on purchasing procedures, account coding, documentation requirements, and purchase order questions. Provides guidance and training to department staff as needed on purchasing requirements, the Town's financial system, etc. Maintains the Finance section of the Town website by posting check registers, budget information, and other Finance documents, and reviewing updates for accuracy prior to publication.

Orders and maintains Finance and Town office supply inventories, including checks, envelopes, paper, and related supplies, and reordering as needed. Maintains organized electronic and physical records for purchase orders, requisitions, invoices, purchasing card statements, and vendor documentation in accordance with the Town's records retention requirements. Coordinates administrative aspects of Town grants, including tracking grant budgets and expenditures against award terms, assisting departments with compliance documentation and reporting deadlines, and coordinating with departments and grantor agencies on grant financial reporting requirements.

Assists with monitoring departmental budgets, reviewing account balances to identify variances, and coordinating the preparation and routing of budget transfer…