Coordinator, Fiscal Operations/Administrative Assistant

$37,898 - $56,846/Yr

Scus Head Start Programs - Portland, IN

Full-time - Entry Level

Portland, IN

About the position

The Coordinator of Fiscal Operations/Administrative Assistant is responsible for ensuring compliance with Head Start standards and policies while providing essential organizational support to the Head Start Program Director. This role involves managing fiscal operations, including budgeting, record keeping, and reporting, as well as performing administrative tasks to support the smooth operation of the program. The Coordinator acts as a front-line representative of Save the Children, ensuring the safety and security of children and families.

Responsibilities

• Provide input into the annual budget
• Provide fiscal support to Human Resource by ensuring that timesheet allocations are up to date
• Update and share budget coding and allocations as needed to staff
• Prepare and conduct budget presentations
• Consult with management staff on budget and budget narrative preparation
• Compare actual to budgeted results of each month's close and report on significant variances
• Lead the review of all local nonfederal share documentation
• Attend meetings/trainings as needed or directed by the Program Director
• Prepare and present documents for Policy Council Meetings
• Be the point of contact for staff with questions about submitting an advance or expense reimbursement
• Code and submit invoices to Accounts Payable
• Reconcile the Program's monthly credit card
• Prepare regularly recurring reports for the Program Director and ad hoc reports as requested
• Review and analyze monthly financial reports
• Oversee implementation of purchasing system including ordering, receiving and payment of invoices
• Monitor and track all expenditures on an ongoing basis
• Work with service, supply and equipment vendors for bids, quotes, and invoices
• Review Davis Bacon paperwork from vendors and work with vendors for corrections as needed
• Work with the Program Director in implementing cost-effective strategies for recruitment, training employments and retaining staff
• Ensure purchases are in compliance with the SCUS Procurement Policy
• Work with program staff to draft detailed specifications for goods and services
• Follow up that contractor work is completed within the specified grant time period
• Providing administrative support to the Head Start director and other program leaders
• Assisting with grant applications, reporting, and compliance requirements
• Organizing training sessions, workshops, or professional development for staff
• Drafting, proofreading, and formatting agendas, letters, reports, and other documents
• Serving as a point of contact for internal and external communications
• Juggling multiple tasks and shifting priorities based on the needs of the office

Requirements

• High School diploma plus at least two years of relevant experience
• Proven successful experience in purchasing, accounts payable and payroll functions
• Professional proficiency in MS Office suite, particularly Excel
• Professional proficiency in spoken and written English
• Demonstrated general knowledge of administration, budgeting, purchasing systems management
• Demonstrated ability to communicate and collaborate successfully with individuals and teams at all levels
• Demonstrated ability to manage multiple tasks, often with conflicting deadlines and priorities
• Proven ability to exercise professional judgement and situational evaluations
• Demonstrated commitment to fostering an environment of diversity, inclusion, and belonging
• Demonstrated successful interpersonal, communication and organizational skills, problem solving and time management skills
• Demonstrated ability to follow established and communicated directions and take initiative
• Demonstrated knowledge of the purpose of the Head Start/Early Head Start program
• Proven ability to relate sensitively with children
• Proven ability to keep all required information strictly confidential
• Must participate in professional development training including basic first aid and pediatric CPR certification as required by state licensing and HSPPS

Nice-to-haves

• Bilingual preferred (English/Spanish or English and other languages used by children and families)
• If in North Carolina, holding a Birth-Kindergarten (B-K) Licensure preferred

Benefits

• 403(b)
• Commuter assistance
• Dental insurance
• Disability insurance
• Employee assistance program
• Family leave
• Health insurance