Coordinator, Fiscal Operations/Administrative Assistant

Position Title: Coordinator, Fiscal Operations/Administrative Assistant
Position Structure: Full-Time Regular
Employee Type: Coordinator
Supervisor Title: Program Director
Division: Head Start
Child Safety: Frequent Contact

Summary

The Coordinator of Fiscal Operations/Administrative Assistant is responsible for ensuring that all Head Start standards, regulations, Save the Children-Head Start Polices, and Procedures are implemented consistently and in full compliance of all applicable standards. You will be responsible for assuring implementation of the policies of the fiscal areas of the program to include planning, organizing, developing, coordinating, record keeping, reporting and monitoring, and will provide leadership and guidance in areas of fiscal procedures and accountability of financial resources. You will also provide essential organizational support to the Head Start Program Director to ensure smooth administrative operations of the Head Start program. The duties are tailored to meet the specific needs of the program, often involving a combination of clerical tasks, communication, and support for program administration.

As a front line representative of Save the Children, the Coordinator is required to ensure the safety and security of children and families that he/she comes in contact with adhering to the agency's values of Accountability, Ambition, Collaboration, Creativity and Integrity.

What You'll Be Doing (Essential Duties)
* Provide input into the annual budget
* Provide fiscal support to Human Resource by ensuring that timesheet allocations are up to date and staff are using the correct coding and allocations on timesheets.
* 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, including modifications.
* Compare actual to budgeted results of each month's close and report on significant variances.
* Lead the review of all local nonfederal share documentation and gather all of the nonfederal share documentation monthly to be reported to National Finance team.
* Work with staff and donors to correct in kind documentation as needed.
* 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 through the Agresso accounting software.
* 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.

* Be the point of contact with local vendors. 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
* Stay abreast of financials and administrative policies and procedures to include inventory control, nonfederal share, risk management and procurement oversight.
* 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.
* Obtaining quotes for goods and services as required by bidding thresholds.
* 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.
* Taking on new responsibilities and roles as necessary to adapt to changing office dynamics.

Required Qualifications
* 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, both internally and externally.
* Demonstrated ability to managing 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.
* Professional proficiency in spoken and written English.
* Demonstrated ability to successfully communicate and collaborate with individuals and teams at all levels-whether internal or external-in the provision of high quality services to children and families.
* 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.
* Demonstrated commitment to fostering an environment of diversity, inclusion, and belonging

Physical Requirements related to essential functions: Ability to perform medium to heavy physical work exerting up to 50 pounds of force occasionally, up to 20 pounds frequently and up to 5-10 pounds constantly, performing such activities as sitting, crawling, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting and grasping. This also includes some duties that require repetitive action and motion skills, keyboarding and computer use.

Clear pre-employment background check requirements, including local, state, and national criminal records check, sex offender registries, employment, and education verifications (including child abuse registry check if

required by state regulations) and pass all state and local health requirements required post job offer and prior to employment.

This position may require the incumbent to operate a motor vehicle to fulfill certain essential functions of the job. The incumbent should maintain a valid driver's license and remain in compliance with any Save the Children policies pertaining to the safe operation of motor vehicles.
Current and former Head Start/Early Head Start parents will receive preference for employment vacancies for which they are qualified.

Preferred Qualifications
* 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.

Why you should join the Save the Children Team...

Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.

Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children - every day and in times of crisis - transforming their lives and the future we share.

Our work for children and their families requires that we commit-at every opportunity-to work together to identify and dismantle persistent systemic and structural racism, inequality, and any other forms of discrimination in this country and beyond. As an anti-racist organization, Save the Children will not tolerate discrimination in any form-in our employment practices, amongst our staff, in our leadership or toward the people we serve. We stand in solidarity with all people to fight for equal rights, justice, inclusion, and belonging.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children's policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.

Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all.