Finance and Operations Manager

We are seeking a strong leader to manage Head Start grant funds, support budgeting, oversee facilities and information systems, and supervise staff. Join our program and help strengthen services for children and families!

POSITION OVERVIEW 

This position is primarily responsible for the overall administration and management of the Head Start Child Development Program Grant funds. Assists the Program Director in budget development and fiscal management. Oversee operations in the areas of facilities and information systems. Supervises Head Start Child Development Program (HSCDP) staff as assigned. Serves as a member of the HSCDP Executive Management Team, Senior Management Team, Budget Committee, and Coordinating Team. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Staff Supervision and Training 

• Supervises assigned staff members in accordance with all Agency and program policies and procedures. 

• Ensures assigned staff members are fully trained to perform their duties and responsibilities and monitor their performance, providing feedback and guidance as needed. 

• Identifies and/or develops training programs in areas of responsibility for staff and Program Policy Council. 

Fiscal Management & Compliance 

• In collaboration with the NCO Accounting Department, oversees the administration of the HSCDP grant funds and/or other contract funds following the NCO Accounting Policies and Procedures. 

• Identifies, interprets, and monitors compliance with federal and state fiscal regulations; informs the Program Director of any instances of non-compliance and remedies such occurrences in a timely manner. 

• Prepares annual budgets for HSCDP program areas; monitors various budgets and tracks actual expenses against budget; ensures an appropriate financial record system is in place and trains staff in its operation. 

• Prepares allocation schedule for all HSCDP co-located sites. 

• Solicits and analyzes proposals for program purchases, contracts, etc. as appropriate. 

• Attends monthly Program Policy Council meetings and other PPC activities. 

• Attends and reports at the HR/Finance NCO Board Committee meetings, as necessary. 

• Conducts regular site visits, requiring driving across both Lake and Mendocino Counties.   

• Submit monthly reports to the Director. 

• Coordinates completion of program Annual Report.  

• Assists in the development and implementation of program goals, objectives, policies, and procedures related to the service area.  

• Ensures compliance with Head Start Performance Standards and Uniform Guidance in the area of fiscal management. 

Facilities & Fleet Oversight 

• Provides oversight of HSCDP facilities to ensure safe, well maintained, and compliant environments for staff, children, and families.  

• Negotiates, evaluates, and monitors all facility leases. 

• Works closely with the Facilities Supervisor to plan, prioritize, and monitor maintenance, repairs, capital improvements, and long-range facility needs.  

• Coordinates with the Facilities Supervisor in the Request for Proposal (RFP) and construction processes; monitors construction progress and associated contracts and payments.  

• Assists the Facilities Supervisor with hiring outside service providers such as handymen, electricians, plumbers, etc.  

• Oversee HSCDP’s vehicle fleet, ensuring proper maintenance, safety inspections, registration, documentation, accident reporting, and compliance with agency policies.  

• Supports staff who use program vehicles, ensuring they receive appropriate training and follow established safety and usage procedures. 

• Ensures compliance with Head Start Performance Standards related to the health and safety of program facilities and grounds. 

Information Systems Oversight  

• Provides general oversight of HSCDP information systems to support the development and maintenance of high-quality, reliable, and secure data and technology systems.  

• Supports the Information Systems Manager to ensure systems remain functional, compliant, and responsive to program needs, including assistance with planning improvements, addressing vulnerabilities, and supporting system enhancements.  

• Supports staff using information systems by reinforcing established procedures, promoting data integrity practices, and helping ensure compliance with agency, state, and federal requirements. 

General 

• Responsible for program recruitment of children and families.  

• Responsible for generating, collecting and documenting Non-Federal Share Match. 

• Attend scheduled meetings, trainings and conferences as necessary; this may include occasional driving when located off site. 

• Must complete 15 hours of professional development annually.  

• For bilingual employees, perform all job duties utilizing dual language ability as necessary to provide optimum support and services for clients and HSCDP staff. 

• Other duties as assigned or required. 

ESSENTIAL WORK HABITS 

• Align work behaviors in conformance with Head Start STRONG Culture and NCO’s Purpose, and Values. 

• Report to work on time and obtain approval from supervisor for any changes in work schedule or absences. 

• Maintain a strict commitment to confidentiality, in accordance with Agency and project policies and procedures. 

• Follow the NCO Injury Illness and Prevention Plan, as well as all Agency and program safety protocols, procedures, and policies. 

• Maintain focus on the assigned tasks. 

• Take pride in creating a positive, efficient work environment. 

• Treat co-workers and clients with respect. 

• Represent NCO and its programs to the community in a positive light. 

• Dress appropriately according to assigned job duties and responsibilities. 

• Adapt constructively to change. 

Education, Training and Experience: 

• A bachelor’s degree in Accounting, Business Administration or a related field from an accredited school and a minimum of five years of recent experience in administration in a non-profit agency is required; prior work experience with a federally funded organization is preferred. 

• A minimum of three years of experience supervising staff is required.  

• A minimum of two years of recent experience working in a business office or similar environment.   

 
Knowledge of: 

• Generally accepted accounting principles; demonstrated proficiency in budget management and non-profit accounting procedures. 

• Computer operations related to the duties of the position require demonstrated proficiency in the use of word processing, email, and spreadsheet programs and the internet.  

• Prior experience drafting and reviewing formal documents such as contracts or grants is preferred. 

• Financial analysis, audit procedures, and principles of management and supervision are required. 

• Experience supporting facilities oversight, including basic understanding of building systems, maintenance needs, and coordination with service providers is preferred. 

• Experience supporting information systems oversight is preferred. 

Ability to: 

• Acquire necessary training.   

• Accurately perform mathematical and analytical processes required of the position. 

• Interact with others in a culturally and emotionally sensitive manner. 

• Communicate effectively and appropriately verbally and in writing in English is required.  

• Understand and carry out oral and written instructions.  

• Organize, prioritize, and manage duties and tasks with minimum supervision to meet established deadlines, delegating tasks as appropriate.  

• Maintain cooperative, professional working relationships.  

• Supervise the work of others. 

• Be effective working independently and as a collaborative team member. 

• Efficiently produce high-quality work while adeptly managing multiple projects.  

• Train and facilitate small- to medium-sized groups of adults is desired.  

• Work a flexible schedule to accommodate attending scheduled work events and professional development opportunities.  

Necessary Special Skills & Requirements: 

• Must be at least 18 years of age. 

• For work-related driving, must have a valid California driver’s license, a verifiable good driving record, and access to a vehicle with insurance that covers the employee as a driver OR reliable transportation with proof of automobile insurance.  

• Employment is contingent on completion of a pre-employment health screening, meeting TB test and regulatory immunization requirements, and receipt by the program of Criminal Record Clearance confirming eligibility to work in a Head Start Program and licensed childcare facility.  

WORK ENVIRONMENT/PHYSICAL DEMANDS 

• While performing the duties of this job, the employee is regularly required to talk, hear, listen, and communicate clearly.  

• The employee frequently is required to sit; use hands to finger, handle or feel objects, use manual and automatic office equipment, and reach with hands and arms.  

• The employee is occasionally required to stand; bend; reach down and stretch overhead; walk; climb or balance; and stoop, kneel, crouch, or crawl.  

• The employee may occasionally be required to lift and/or move up to 25 pounds unassisted and may occasionally move and lift heavier materials with assistance using ergonomic guidelines. 

• Specific vision abilities required by this job include close and distance vision, peripheral vision, depth perception, and the ability to adjust focus. 

• The ability to travel during the day and/or night, sometimes long distance – possession of a valid California Driver’s License and access to an insured vehicle is required. 

• Interaction and contact with outside agencies, vendors, funders, volunteers, donors, and contributors is a frequent aspect of this job. 

• The employee will regularly use computers and computer printers, telephones, and other similar electronic office equipment. 

• The environment can be noisy and includes the comings and goings of small children and their families. 

• The employee may occasionally use kitchen equipment and implements that can be heavy, hot or sharp, as well as cleaning and sanitizing products.   

Note: This class specification should not be interpreted as all-inclusive. It is intended to identify the core essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA)or California FEHA. Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible. 

Salary : $37 - $48