Fiscal Coordinator - Children's Coalition for Northeast Louisiana

Job Summary

This position is responsible for the fiscal activities of the program including non-federal share, purchasing, billing, inventory, training, policies and procedures, contracts, and vendors. The Fiscal Coordinator will perform all duties as required by the Program Director and/or immediate supervisor and other duties as assigned relating to the administrative component including supporting the Administrative Assistant, travel arrangements, and office management.

The Fiscal Coordinator performs all duties as required to ensure accurate and timely processing of accounts payable, accounts receivable, and other duties relating to fiscal operations. The Fiscal Coordinator is responsible for monitoring program expenses, tracking activity in program budget lines and communicating any issues or overspending concerns.

The Fiscal Coordinator is also responsible for maintaining a warehouse of supplies and equipment for inventory control and distribution of items to Early Head Start facilities.

The Fiscal Coordinator provides desktop support to the program and interfaces with external information technology services acting as a liaison between the IT technicians and Early Head Start staff, advising staff, and monitoring priorities of requests to the outside service.

Mission and Core Values

The job incumbent will be expected to operate in line with our mission and core values.

Mission: Creating communities where children and families thrive.

Core Values:

• Integrity: honest, transparent, and trustworthy
• Collaboration: respectfully working together to serve our communities
• Excellence: always improving to go beyond what is expected
• Knowledge: seeking understanding to develop personally and professionally
• Accountability: willingness to accept responsibility

Essential Functions

Essential Functions and Basic Duties:

1. Understands, generates and documents in-kind and other allowable costs applied toward the non-federal share requirement.
2. Attends all workshops and meetings as deemed necessary by the immediate supervisor.
3. Attends all required staff and parent meetings and activities.
4. Responsible for understanding Head Start Performance Standards and local childcare licensing regulations.
5. Expected to be knowledgeable of the regulations associated with prevention of occupational disease and injury, including the exercise of universal precautions and the prevention of contamination.
6. Maintains strict confidentiality with respect to Head Start/Early Head Start children, families and staff in accordance with established policies and procedures.
7. Becomes thoroughly familiar with CCNELA Employee Handbook: Human Resources Policies and Procedures, CCNELA Early Head Start Operations Manual and all other handbooks, manuals and resources and adheres to them.

Purchasing/Accounts Payable/Accounts Receivable:

1. Assists in the initial implementation of the purchasing system including ordering, receiving, and payment of invoices. Follows the Fiscal Manual.
2. Ensures that bids and/or quotes are received on major purchases as required by federal procurement regulations. Keeps accurate files of all bids and quotes and contract documents including compliance with Davis Bacon Act. Follows the Bid Procurement Manual.
3. Records general ledger coding on purchase orders and check requests and makes sure all purchase requisitions have proper approval.
4. Orders items on approved purchase orders and collects packing slips and/or other documentation verifying receipt of purchases.
5. Troubleshoots Accounts Payable invoices and statements as necessary prior to payment or to correct errors after the fact.
6. Contacts vendors to set up vendor files. Requests and completes credit applications as needed. Maintains a vendor file for each program vendor.
7. Files purchase orders in alphabetical order by vendor for use in research and troubleshooting.
8. Reviews mileage reimbursement claims submitted by staff and makes sure they are correct prior to submitting to the Finance department.
9. Develops and implements a centralized purchasing system to support facilities with such items as equipment, supplies, repairs and maintenance under guidance and approval of the Program Director.
10. Coordinates travel arrangements for all Early Head Start staff attending trainings or meetings out-of-town.
11. Provides guidance to all Early Head Start management staff including directors, coordinators, and center managers, about cost allowability as governed by federal regulations.
12. Monitors credit card check-out by Early Head Start staff and submission of in-store purchase receipts.

In-Kind:

1. Tallies monthly in-kind contributions and submits reports to the Finance department monthly for tracking.
2. Audits primary source documentation for in-kind to ensure compliance with federal regulations and reconciles where needed.
3. Provides training and technical assistance to staff on what is acceptable.

Inventory:

1. Establishes and maintains fixed assets inventory for the Early Head Start program.
2. Oversees inventory of all program supplies in offices and warehouses maintained by Administrative Assistant.
3. Coordinates moving of sites, inventory and supplies, as necessary.

CACFP:

1. Ensures all CACFP claims are submitted monthly to the state system.
2. Works with Health Service Coordinator and Program Director to complete the CACFP food sponsorship application.
3. Works with Health Service Coordinator on controlling food costs.
4. Provides all information requested in a timely manner for CACFP state reviews.

Facilities:

1. Assists Administrative Assistant and Health Service Coordinator in controlling maintenance costs.
2. Ensures that contracted projects are completed as outlined in contract prior to payment.

Other duties as assigned; the scope of the job may change as necessitated by business demands.

Minimum Qualifications/Requirements

Job Requirements:

Education & Experience - high school degree or higher in related field preferred with some relevant experience in secretarial functions and two years direct experience working with purchasing and accounts payable. Must possess a basic understanding of accounting systems and have at least one year of direct experience working with an accounting system general ledger and budget. Must possess intermediate mathematical and monetary skills. The individual must possess a sound working knowledge of Microsoft Office products. The position must have the ability to manage numerous tasks, ability to take lead on projects, possess good organizational and problem-solving skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment. For positions that require driving on a regular basis: Must have a valid driver's license and be insurable by Children's Coalition for Northeast Louisiana insurance carrier and have a Motor Vehicle Record acceptable to Children's Coalition.

Skills:

• Excellent leadership skills
• Self-directed and multi-task oriented
• Ability to work as a member of a team and to support the work of volunteer leaders
• Excellent oral and written communication skills
• Ability to organize and coordinate projects
• Proficiency in Microsoft Office - Word, Excel, Outlook, etc.
• Ability to always maintain strict confidentiality, including the ability to recognize situations in which confidentiality is required.

Working conditions and Physical demands

• Occasional need to lift typical office items, including small furniture, some equipment, boxes, etc.
• May be required to lift up to 40 pounds.
• Some exposure to communicable diseases.
• Travel by car, bus, airplane or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of state and in some cases where some overnight travel may be required.
• The noise level in the work environment may be moderate to loud.