Berkshire County Head Start Program Finance Specialist in Pittsfield, Massachusetts
Purpose The Program Finance Specialist's primary purpose is to work closely with the Finance Manager and every level of the organization to perform finance functions that support the programs and staff. The Specialist manages the state invoicing process for the Massachusetts Child Care Financial Assistance (CCFA) and parent fees and related documentation. This role also performs all the functions related to classroom and program procurement and ordering. Other duties include maintaining and entering information into the payroll system, procurement and purchasing, and assisting with audits and content-area monitoring. Essential Duties Early Education and Care (EEC) State Billing - Tracks children's attendance in the classroom and on the bus on a monthly basis in both Excel and on the state website. - Keeps files on each child in childcare and ensure that all required forms are present. - Ensures all information and fees on vouchers and contracts and are signed by the appropriate staff member. - Enters parent information into accounts receivable, creates invoices, and records payments in accounting system. - Interacts with teachers, administrators, managers, and parents when collections are necessary. - Attends all trainings relevant to the position and ensures processes are up-to-date and in compliance. Procurement/Purchasing - Performs duties related to the purchase of supplies, materials, equipment, etc. according to the organization's established procurement policy and procedures. - Makes suggestions that improve the efficiency and effectiveness of the procurement process with a focus on incorporating user-friendly technology into the process. - Works with the finance department to track and monitor the budget. - Uses the internet and other sources to research the highest quality items at the most reasonable cost. - Interacts with staff to clarify purchasing needs and provides creative input and options when items or services are not available or exceed the budget. - Maintains excellent relationships with staff, vendors, and service providers. - Maintains vendor files and tracks spending to ensure that fiscal year totals for one vendor are within procurement policy thresholds. - Assists in gathering information, preparing documents, and managing bids for the formal request for proposal process. Payroll - Assists with entering employee information and changes into the payroll system. Reporting and Audits - Assists in preparing reports and documentation necessary for program and fiscal audits and federal/state reporting. Ensures the timely submission of the Uniform Financial Statements and Independent Auditor's Report (UFR), Form 990, Form 5500, worker's compensation reporting/audit, and any other forms or reports required by law. - Assists in the preparation of the annual Fiscal Content Area self-assessment. Requirements Education Associates Degree or equivalent college credits from an *accredited institution in business, human resources, or a related field. Experience Minimum of two (2) years' experience a financial role in a government entity or federally funded or non-profit organization. Preferred Experience Bilingual in Spanish. Experience in EEC billing. A combination of the following education and experience may be substituted for the requirements: High School Diploma or GED Degree and five (4) years of experience in government funded or non-profit organization providing payroll and benefits administration or Bachelor's Degree and two (2) years of experience in government entity, federally funded or non-profit organization providing payroll and benefits administration.