Prosper Portland seeks an energized and detail-oriented accounting and administrative professional to join the team as an Accounting Technician and Administrative Coordinator. This role will support accounts payable, accounts receivable, vendor management, purchasing card management, grant application and processing, and general office administration for both the Department of Administrative Services and Equity Policy and Communication Department.

Your strong resourcefulness, organization, and collaborative spirit will serve you well as you manage the various accounting and administrative responsibilities for grant programs and support general accounting support duties. The ideal candidate will possess a strong attention to detail, a problem-solving disposition, and a commitment to social and racial equity.

Summary

This position provides administrative coordination and support for the Equity, Policy and Communication Department supporting grant programs including Reimagine Oregon as well as accounting support for the Department of Administrative Services.

Functions and Responsibilities

• Assists potential grantees navigate the grant application process.
• Reviews grant applications for completeness.
• Maintains and provides training on business procedures and processes for grants processing, accounts payable, purchase card, travel, vendor, and other accounting processes.
• Prepares payment and other accounting transactions of the agency ensuring appropriate back -up and documentation. Ensures transactions are properly recorded and classified.
• Prepares, sets up, and tracks grants, contracts, purchase orders, and amendments. Encumbers funds in accordance with policy and procedure.
• Supports monthly purchase card administration, including finalizing monthly transactions and invoices.
• Supports vendor management activities including setting up and modifying vendors in the financial system.
• Maintains delegated authority calendar and documentation for expenditure authority policies.
• Reviews and coordinates termination of loans, grants, purchase order,s and stale checks.
• Provides administrative and clerical support for ASD and EPC including but not limited to:
  • scanning, copying, and filing;
  • sorting and preparing mail for the department; updating agency resources;
  • routing documents for signature;
  • executing delegations of authority,
  • and other related department administrative functions.
• Assists with the coordination of arrangements for meetings and events including scheduling, catering, room set up and clean up, note-taking, materials preparation, registration, etc.
• Composes, types, formats, proofreads, and edits correspondence, spreadsheets, reports, and other materials.
• Creates, maintains, and organizes files, records, databases, logs, and agency resources.
• Provides support to other administrative staff including assisting in their absence as assigned.

Scope

• Operates under general supervision. Many duties are routine and follow specific procedures or policies. Receives general instruction on new assignments. Work is periodically reviewed.
• Follows policy and procedure for routine, established aspects of?responsibilities. Deviations from the norm often?require oversight and may require discretion.
• Decisions and errors in work can have minor financial or operational impacts to the agency.
• Work involves a moderate level of complexity due to budget management, tight timelines, frequent interruptions, the need to prioritize multiple assignments, and use discretion.
• Position has no supervisory responsibilities; however, may oversee the work of or train student staff. Position may review the forms and related documentation of others to ensure compliance with established policies and procedures.

COMPETENCIES

Putting People First, Inclusion & Collaboration

• Interpersonal Skills: Ability to build constructive and trusting relationships. Ability to interact well with others, to establish and maintain cooperative working relationships. High degree of professionalism with the ability to maintain sensitive, confidential information.
• Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and willingness to help. Ability to work with, train, and provide guidance to culturally diverse individuals with the agency and vendors.
• Teamwork: Ability to work with others inclusively and collaboratively. Ability to successfully participate in a strong team-oriented environment while also working independently.
• Communication: Effective use of both verbal and written Ability to speak in public. Ability to organize, simplify, and report data and information.
• Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions.
• Advancing Equity: A demonstrated commitment to social and racial equity with the ability to learn, understand, and align work with the social equity work of Prosper Portland.

Excellence, Innovation & Learning

• Knowledge: Knowledge of the rules, practices, and procedures of accounting, bookkeeping, and financial recordkeeping—including local, Federal, and State Laws and Regulations.
  • Knowledge and skill of principles and practices of payroll management. Demonstrated knowledge and use of Microsoft Office, Adobe Acrobat, and other software applications. Familiarity with business practices such as budgeting and records management. Demonstrated knowledge of payroll systems, preferably UKG/Kronos or similar Knowledge of Basic understanding of public administration or working in the public sector.
• Technical Abilities: Ability to prepare, analyze, and interpret transactions and financial data related to the scope of work. Ability to prepare and maintain detailed spreadsheets and accurate financial reports. Ability to produce accurate financial and management reports. Strong attention to detail with a high degree of accuracy and 10-key proficiency.
• Continuous Learning: Openness to new ideas. Ability to ask for help and learn from experiences and learn from constructive feedback. Commitment to stay current and continually learn about accounting and bookkeeping principles, and staying current with local, Federal, and State Laws and Regulations.
• Problem-Solving: Apply research, analytical, and problem-solving skills to evaluate work and find smart solutions. Exercises sound judgment in carrying out responsibilities. Ability to apply law, policy, and procedure to work.
• Adaptability: Flexibility to respond to shifting and competing work demands. Perseveres in the face of obstacles. Ability to organize, initiate and manage multiple time-sensitive accounting and bookkeeping
• Planning and Organization: Ability to organize work, set priorities and monitor Detail-oriented.
• Accountability: Takes initiative and responsibility for one’s actions. Follows through on commitments and meets deadlines. Maintains confidentiality. This position frequently works with confidential and time-sensitive data and always requires the use of discretion.

Working Conditions
Normal working hours are Monday through Friday [8 AM – 5 PM] in a combination of in-person and remote work; however, additional hours may be needed to meet deadlines. Position rarely requires travel to external meetings or events. Position will be expected to engage in conversation and personal reflection around race, racism, and equity.

Minimum Experience, Education, and Training
Three years of general accounting experience with at least two years of payroll experience. An associate's, bachelor’s, or master’s degree in Accounting, Finance, or equivalent degree will count for one year of experience.

Physical Requirements
Position requires the ability to remain in a stationary position for most of the workday with the ability to occasionally move throughout the office. Position continuously uses a computer and other standard office equipment. Position must communicate and interact frequently with internal and external contacts.