Position Summary:
Under general direction, this position provides fiscal and administrative support to the Head Start, Early Head Start, Migrant & Seasonal Head Start and State Child Development (CYFS) Programs. Supports CAPSLO’s mission by ensuring the programs are monitored financially and given administrative support in order to maximize the number of families and individuals it is able to serve effectively.
Required Education and Experience:

• AA/AS Degree and at least 3 years related work experience or an equivalent combination of education and experience which will provide for at least 5 years of administrative/financial experience.

Preferred Education and Experience:

• Experience working with data entry, or payment system positions such as accounts payable or other areas within finance or information technology. Certification in a specific financial skill, such as a software certification or other.

Essential Functions:

• Process program expenditures by vouching invoices, packing slips, and supporting documentation. Document cost allocation based upon identifying information related to location, program enrollment and purchase order detail.
• Responsible for accurate and timely preparation of paperwork and obtaining program approvals prior to submission to Accounts Payable for payment.
• Investigate and resolve discrepancies with regards to vendor invoices, expense allocation or other financial transactions including data entry errors, to the appropriate personnel within the finance department.
• Review, edit and compute CYFS program In-Kind and prepare reports on a monthly basis. Tabulate In-kind sheets, and allocate In-kind by category and location.
• Prepares and routes independent contractor agreements for review and signature by appropriate parties.
• Process Family Child Care Program provider payments and reimbursements for CYFS programs. Receive, sort, review, make corrections and communicate with necessary staff during the process. Create an import file for the accounting system and vouch.
• Process State Child Development monthly attendance. Receive, sort, review, make corrections and communicate with necessary staff during the process. Update reports with enrollment, attendance, days of operation, etc. in order to calculate earnings and compile information for analysis, finance meetings and reporting purposes.
• Participate in the annual budget development for the CYFS programs. Accumulates, organizes and records budget survey information.
• Also responsible for providing on-going support for updating important information necessary for projections such as staffing, cost allocation and cost fluctuations.

Responsibilities and Duties:

• Assists program staff in preparing purchase requisitions for items requiring purchase order approval. Submits to Purchasing for approval.
• Communicate often and consistently with supervisor and peers. Provide written correspondence when instructing program staff on financial procedures and copy appropriate parties as necessary (supervisor and peers).
• Attend department staff meetings and planning sessions as scheduled.
• Timeliness: accountable for meeting various deadlines related to the responsibilities of this position.
• Knowledge, Training and Teamwork: Cross-train with other Finance Specialists in the department to enable all work to be completed on schedule in peak periods and to provide cross-coverage when staff are out of the office on vacation or other leave.
• In conjunction with other Finance staff, supports the on-going training of program staff in fiscal policies and procedures (especially at program startup).
• Prepare expenditure reports as needed to support program fiscal operations.
• Perform other duties as assigned.

Knowledge, Skills and Abilities:
Knowledge:

• Must be proficient with the use of a computer and able to work in MS Excel and Word software; create spreadsheets and formulas as well as databases as needed for the program’s fiscal support.

Skills:

• Must be able to type 45 wpm and accurate 10 key by touch.
• Must have basic bookkeeping and math skills, and also the ability to read financial statements is desirable.

Abilities:

• Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
• Must be able to handle confidential information.
• Must have the ability to prepare and present concise, accurate and effective oral and written reports.
• Must have the ability to develop and maintain effective work relationships with other employees and representatives of private and public agencies.
• Must have the ability to work under pressure of many deadlines and difficult situations.
• Must be able to operate Computer, word processing and spreadsheet software, calculator, various office machines.
• Must have the ability to understand, comply with and communicate the Agency’s fiscal policies and procedures.
• Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.

Supervisory Responsibility:
No direct supervisory responsibilities.
Work Environment:
Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Physical:

• Position requires intermittent standing, sitting, walking, twisting and bending.
• Must be able to lift up to 30 pounds.
• Simple grasping and hand manipulation required as well as reaching above and below shoulder level.

Travel:
Travel maybe required occasionally for training purposes.
Additional Eligibility Qualifications:

• Must be at least 18 years of age by date of hire.
• Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 vaccination declination form.
• Based on program, a current TB skin test/Chest X-Ray may be required.
• Employment is contingent upon meeting all applicable job requirements and background requirements. A criminal history clearance is required prior to employment.
• Upon hire, agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Agency staff will check the website annually to ensure all program staff are cleared to work.

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Reasonable Accommodations:
I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice.
I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.
Benefits & Perks:
Stay Healthy!

• Keep yourself healthy with our comprehensive Medical, Dental, Vision and Life Insurance plans (Did we mention we pay your monthly premium at 100% if you are full time, YES…100 %!)
• Keep your family healthy with the same comprehensive Medical, Dental, Vision available for you to purchase!
• Address everyday concerns with access to our Employee Assistance Program for you and your family.
• Get involved with company-sponsored monthly wellness challenges!

Be Financially Fit!

• Save for your future by enrolling into our retirement plan with generous company matches after 6 month.
• Set aside pre-tax dollars to cover medical or child care expenses through our Flexible Spending Plans.
• Utilize Discounts from our partners (reduced rates for pet insurance, cell phone services, car rentals and more).

Take time for you!

• Relax, recharge, and reconnect with friends and family or plan your get away for a few days while using your vacation time awarded to you every pay period!
• Relax when you are sick, rest assured you are covered by your awesome team and accrued paid sick time!
• Enjoy the holidays! You get 13 of them…PAID!

Have fun at work!

• Celebrate birthdays and anniversaries with your team!
• Join one of our committees and meet employees across the agency.
• Rock your CAPSLO provided hats, t-shirts, sweaters and more!
• Be you!