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1 Staff Accountant @ .10 FTE <br />Job Duties Include: <br />• Track expenditures incurred during the invoice period and prepare an invoice based <br />on the costs incurred as allowed by the contract. <br />• Assist City of Santa Ana staff during financial audits <br />• Attend contract meetings as needed <br />C. Fiscal Capacity <br />1. Describe the process used to capture and report fiscal data? <br />The OCF Accounting Department consists of 4 full-time employees, assisted by a full- <br />time Development Department employee who is responsible to collect, enter and report <br />on donation records of receipts from donors. All receipts are handled based on the Cash <br />Procedures document included in the Procurement Policies & Procedures section of this <br />proposal. All information for accounting is maintained in the Financial Edge Software <br />from Blackbaud. The Internal Controls document combined with the Check Signing <br />document, also included in the Procurement Policies & Procedures section of this <br />proposal, describe the payables and check writing functions. The staff accountant <br />processes all county and city billing for government contracts based on monthly reports <br />from the general ledger. At month end, closing entries and accruals are completed by <br />various accounting staff members and reports are issued to the Board of Directors via the <br />Finance Committee. An annual budget is prepared and approved by the Board of <br />Directors for the fiscal year July 1 - June 30. <br />2. Attach a copy of the procurement policies and procedures. <br />OCF's Procurement Procedures are included in this proposal. <br />3. What systems are used to ensure fiscal accountability and appropriate expenditures, and <br />planned costs? <br />Budgeting is used to determine planned costs and monthly reporting against budget as <br />well as to determine how we are doing compared to plan. All expenditures should be <br />built into the budget process and additionally require supervisory approval prior to <br />payment. Secondary approval occurs during the check signing process. Also, OCF's <br />contracts with the County of Orange are audited by the Orange County Social Services <br />Agency each year and our agency is audited annually by independent, external auditors. <br />4. Describe invoicing process and list staff assigned to task. <br />A Staff Accountant will run reports of expenditures incurred during the invoice period <br />and prepare an invoice based on the costs incurred as allowed by the contract. A draft of <br />the invoice as prepared, is reviewed by the program staff who are directly responsible for <br />the contract prior to submission to the particular agency. <br />5. Describe how agency's financial stability is not dependent on WIA funds. <br />The Orangewood Children's Foundation's (OCF) financial stability is not dependent on <br />WIA funds. This organization has been in existence for over 28 years with a current <br />annual operating budget of over 7.5 million dollars. OCF receives funding from multiple <br />funding sources including government grants, private and corporate donors, joint <br />business ventures, event fundraisers, etc. Additionally, we own our facility and lease <br />available space to tenants to offset the cost of our mortgage and utilities. <br />OCF/Foster Youth Liaison Project PY 10/11 EXHIBIT A 19