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POSITION SUMMARY: The Fiscal Manager assists the Assistant Director of Finance in managing the Ounces Early Head Start (EHS)/Head Start (HS) funding. The Fiscal Manager will establish an accounting system at sites with a focus on adherence to EHS/HS fiscal and administrative performance standards and is responsible for guiding the site staff in producing a fiscal policies and procedure manual. This staff will monitor the day-to-day fiscal operations of one or more site subcontractors and has fiscal auditing responsibilities for other sites. Responsibilities also include providing support in preparation of the annual EHS/HS budget, grant re-application, and supplemental proposals.

REPORTING RELATIONSHIPS: The Fiscal Manager reports to the Assistant Director of Finance.

MAJOR RESPONSIBILITIES AND KEY TASKS:

• Fiscal Procedures and Accounts Payable:
  • Develops and implements internal and external systems and procedures for prioritizing and monitoring fiscal operations, accountability, and for compliance with all contractual terms, conditions and obligations according to EHS/HS performance standards. This includes ensuring sites obtain insurance for bonding of staff, implement an inventory system, and establish a staff fiscal code of conduct.
  • In collaboration with site staff, develops and maintains accurate chart of accounts, including allocating program income and expenditures.
  • Assesses current accounting software and system and makes recommendations for streamlining and improvement.
  • Creates and maintains an accounting procedure manual that includes a procurement component.
  • Reviews and improves timecard system for sites ensuring that timecards match payroll allocation system.
  • Establishes allocation and allowability cost procedures according to EHS/HS standards and ensures costs are reasonable and in accordance with applicable cost procedures.
  • Ensures separation of duties according to generally accepted accounting procedures.
  • Establishes non-federal share procedures.
• Fiscal Monitoring and Expense Reporting
  • Develops EHS/HS program financial plans and budgets including projected revenue, operating costs, capital and extraordinary expenditures.
  • Ensures the preparation of the annual EHS/HS federal grant reapplication, all required supplemental funding applications, and all other Ounce funding applications or proposals.
  • Allocates staff to the annual EHS/HS budget according to federal cost principles.
  • Reviews schedules and journal entries for adjustments to amend or close out private, state, local and Federal grants.
  • Reviews non-federal reports monthly.
  • Provides approval for fiscal expenditures as designated. Works with the site staff to ensure the timely payment of bills.
  • In collaboration with outside payroll service, maintains payroll allocation system by funding source, and documents payroll expense in the general ledger.
  • Reviews and analyzes agency contracts and quarterly fiscal reports of the agencies and makes recommendations for improvement to the Assistant Director of Finance.
  • Oversees/provides monthly financial reports of expenditures, contract status, budget analysis, and projected under/over spending for EHS/HS funding. Issues summary report with recommendations. Shares all monthly budget information with site and program directors, OPF Assistant Director of Finance, and OPF Director of Grantee Services.
  • Reviews Policy Council quarterly financial reports of expenditures with budget status and ensures delivery to Assistant Director of Finance or designee.
• Fiscal Training and Technical Assistance:
  • Orients, trains, and provides technical assistance to site staff on all EHS/HS contractual and fiscal procedures and required documentation.
  • Develops and assesses the procedures for site staff in the development and monitoring of budgets.
  • Trains staff on completing required fiscal quarterly reports to the Ounce.
  • Trains and supports administrative staff within assigned site subcontractors in the processing, coding, and approval of accounts payable documents before submission for payment.
• Other
  • Participates in the annual program and fiscal assessment process.
  • Performs other duties as requested within the scope of the job description.
  • Coordinates and participates in budget meetings when required.

EDUCATIONAL AND WORK EXPERIENCE REQUIRMENTS:

• Bachelors Degree in Finance, Accounting or related field and a minimum of 5 years experience in an accounting environment with experience in establishing cost allocation for multiple funding streams in computerized accounting system. Early Head Start/Head Start fiscal and administrative knowledge and experience is preferred. OR
• Masters Degree in Administration or Accounting or related field and a minimum of 3 years experience in an accounting environment. Must have experience in establishing cost allocation for multiple funding streams in computerized accounting system. Early Head Start/Head Start fiscal and administrative knowledge and experience is preferred.

REQUIRED SKILLS/ABILITIES:

• Advanced Excel and Word Perfect skills.
• Knowledge of Generally Accepted Accounting Principles
• Operational knowledge of General Ledger Software
• Knowledge base of EHS/HS funder rules and regulations and is able to apply the guidelines in the activity of the accounting system.
• Ability to work with diverse staff.
• Ability to work on several projects simultaneously.
• Ability to process and protect confidential information in a professional manner.
• Excellent organizational skills
• Ability to interface with all levels of management.
• Ability to perform well under pressure and achieve deadlines.
• Must have excellent command of English language and grammar, both verbal and written.
• Ability to work independently and collaboratively in a team environment.
• Ability to understand, analyze and interpret financial information in varying formats (including general ledgers) and complete required reports
• Ability to exercise independent judgment.

ESSENTIAL JOB FUNCTIONS:

• Must be able to operate with proficiency personal computer and other office equipment, such as 10 key adding machine, fax machine and copier.
• Must be able to work extended hours during peak periods.
• Must be able to travel independently to OPF offices, Delegate, and Partner sites, which may include climbing stairs.
• Ability to talk, hear, sit, stand, walk; use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
• Ability to lift and/or move up to 10 pounds.

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