PURPOSE:

The Fiscal Assistant is responsible to manage all aspects of the accounts payable/receivable processes, records, and payments; works closely with centers to maintain and process all payable/receivable records; provide fiscal clerical support; provide comprehensive payroll support; complete all fiscal tasks in accordance with federal regulations; incumbent has access to and manages confidential and sensitive payroll and personnel data pertaining to employee compensation and personnel actions including wages, benefits, collective bargaining information, annual assignments, and employee reclassification, resignation and termination; responsible to interpret and implement all agency personnel policies and procedures in accordance with state and federal law and for meeting Head Start performance standards.

ESSENTIAL JOB DUTIES:

I. ACCOUNTS PAYABLE

A. Maintain accounts payable files.

B. Maintain employee payable and/or payroll files.

C. Maintain purchase order files and records.

D. Maintain mileage and expense reimbursement records.

E. Remain informed regarding allowable purchases and notify Finance Director of expense concerns.

II. BILL CODING AND DISTRIBUTION

A. Prepare and code bills for computer input.

· Calculate expenses according to the cost allocation plan.

· Communicate with centers and vendors, as required, to maintain accurate and timely financial payments and records.

III. PROVIDE SUPPORT TO FISCAL MANAGEMENT STAFF

A. Typing and filing, as needed.

B. Assist with the auditing of fiscal records for accuracy as requested/required.

C. Assist the Assistant Finance/HR Director with monitoring expenditures for small grants.

· Photo copy A/P invoices for grant billing.

· Maintain documentation spreadsheets.

IV. EMPLOYEE COMPENSATION

A. Assist with Payroll review and paycheck distribution.

B. Access Payroll files in response to employee inquiries.

V. INTERACTION WITH CHILDREN, PARENTS, AND CO-WORKERS

A. Must relate in a positive, nurturing way, both verbally and physically, and be sensitive to the needs of children, parents, and co-workers.

B. Must use quick, safe reactions and responses in dealing with children or situations that involve children.

VI. WORK ENVIRONMENT AND SAFETY

A. Maintain a safe and pleasant work environment.

B. Follow safety regulations, policies and procedures.

C. Actively contribute towards promoting a safe workplace/environment.

VII. OTHER DUTIES

May be assigned other related duties as appropriate and within the scope of general responsibilities for this position. However, this job description in no way states or implies that these are the only duties that may need to be performed by the employee fulfilling this position. This job description describes the general nature and level of work, but is not intended to be an exhaustive list of all responsibilities and duties which may be required.

REQUIRED JOB SPECIFICATIONS

Education: High school diploma or equivalent; college level course work and/or training in accounting field preferred

Experience: Minimum two years’ experience in related field

Essential Skills: Minimum 30 wpm keyboarding, proficient in word processing, spreadsheet and fiscal software programs. Ability to accurately apply intermediate mathematical processes and ten key operations. Excellent organizational, prioritizing and multi-tasking skills. Excellent interpersonal, verbal and written communication skills.

Essential Mental Abilities: Ability to perform job duties with accuracy and proficiency. Ability to work as a team member and to be self-directed. Ability to maintain confidential information.

Essential Physical Requirements : Ability to occasionally lift and carry 15 lbs. a distance of 15 feet, ability to sit for extended periods of time, up to 8 hours per day. Sufficient mobility, strength and range of motion to intermittently stand, kneel or squat, reach, twist and bend. Sufficient manual dexterity and hand-eye coordination to perform repetitive keyboarding and fine motor activities; sufficient vision and hearing to perform job duties. Ability to drive a motor vehicle.

Exposure to Hazards : Repetitive motion tasks, sitting for long periods of time, use of pc and other office equipment; driving and riding in a motor vehicle. Working conditions include indoor office, occasional local travel and occasional out of town travel.

EMPLOYMENT CONTINGENT UPON:

Pre-employment health screening as required by Agency and position (may include, but is not limited to: drug screening, occupational physical and/or functional testing)

Central Background Registry enrollment

Valid Oregon Driver License

Proof of current personal automobile insurance in accordance with Agency policy

Three (3) years DMV court print driving record

Approval to drive from Agency insurance carrier – requires at least 21 years of age

REPORTS TO : Finance Director