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 abilit