This Fiscal Assistant Position is 40 hours a week, $20.12 per hour. Eligible for personal and annual leave, and medical benefits. Retirement benefits after 13 months of employment.

KEY FUNCTION: Under the general supervision of the Fiscal Coordinator, direct supervision may be assigned according to program needs, the Fiscal Assistant will be responsible for preparing accounts payable, assisting with payroll, and other fiscal and office functions. The Fiscal Assistant will perform the functions of the program so that the duties and operations are professional and responsible to the needs of the administrative staff.

RESPONSIBILITIES INCLUDE:
Accounts Payable/Purchasing:

•  Prepare accounts payable for the organization: match invoices with purchase orders, file paid invoices, maintain current and past A/P files, code matched invoices and input for review, and prepare A/P checks for distribution.
•  Follow up on outstanding checks.
•  Maintain asset tracking.
•  Assist staff with purchases requiring use of a program credit card and checking out other store charge cards to staff, as needed.
•  Assist staff with training and travel arrangement reservations and purchases, as needed.

Human Resources/Payroll:

•  Assist with hiring functions, as needed.
•  Assist with screening applications, as needed.
•  Assist with preparing new hire packets, and processing new employee paper work.
•  Assist with maintaining employee personnel & health files.
•  Assist with maintaining employee contact list and organizational charts.
•  Assist with employee benefits during open enrollment and as needed.
•  Assist with conducting annual update of all job descriptions and file in personnel files.
•  Assist with preparing salary compensation survey annually.
•  Assist with bimonthly payroll, verifying the accuracy of timecards and tracking leave time for staff.
•  Interface with the program’s online payroll system, Gusto.

CACFP:

•  Maintain CACFP purchasing ledgers, per state requirements.
•  Assist with monthly CACFP claims.
•  Assist with annual CACFP contract renewal and renewal of CACFP contracts with school districts.
•  Prepare annual food and diaper price comparisons. Facilities: Assist with maintaining current inspections as required on facilities, as needed. In-kind:
•  Responsible for the tracking, calculation and batching of In-kind.
•  Prepare annual in-kind price comparisons.

Grants/Funding:

•  Assist with grant and budget processes, as needed.
•  Assist with inputting and submitting annual Program Information Report (PIR), as needed.
•  Log all receipts of moneys for checks received in the Fiscal Office for refunds, adult lunches, personal copies, etc. Keep secured in a locked cash box.
•  Assist with preparing weekly bank deposits, as needed.
•  Complete petty cash audits, as needed. 
•  Assist with maintaining program insurance policies.

Board/PC:

•  Assist Board/PC Specialist with Board/ PC duties as needed.

ERSEA:

•  Assist ERSEA team with review, follow-up and input of child applications into the Child Plus software, as needed.

Miscellaneous Office Duties:

•  Open the office each morning and secure the office at the end of each work day, confirming all machines are turned off, lights are turned off and doors are locked, as needed.
•  Receive and screen telephone calls for staff, assist callers, take messages, referring to staff voicemail when appropriate.
•  Assist the public who visit the office, as needed.
•  Maintain the professional appearance and demeanor of front office at all times.
•  Office cleaning duties as needed. (i.e. trash, vacuuming, dusting, kitchen area, etc.)
•  Manage calendar for fleet vehicle reservations, fuel program vehicles, as needed.
•  Work with Century Capital Properties for needs of the office area.
•  Receive, stamp, and distribute incoming mail to all staff.
•  Apply postage to all program mail and deliver to the post office, as needed. Track the amount of postage spent per program option and order postage and supplies as needed for postage machine.
•  Maintain and update phone and extension lists for staff.
•  Maintain list of needed office supplies and place orders as necessary following all purchasing procedures.
•  Maintain copy machines and other office machines, filling with paper, purchasing toner and any other necessary supplies.
•  Monitor incoming faxes and distribute, as needed.
•  Run mail shuttle between buildings at least each business day, more often if needed
•  Contact person for program IT and Phone System issues, check out and track program technology, as needed.
•  Assist with program keys, as needed.
•  Assist with maintaining record controls and record retention and destruction.
•  Other duties as assigned.

QUALIFICATIONS:

•  High School Diploma or equivalent required.
•  Six month’s working in an office required or equivalent experience working with Head Start or other similar organization.
•  One year accounts payable experience preferred.
•  Must be able to pass a background check and drug screening.
•  Excellent verbal and written communication skills.
•  Excellent interpersonal skills.
•  Must be attentive to detail and follow through.
•  Must be computer literate, Microsoft Office, Excel, and Quick Books.
•  Mature and able to work without supervision, self-starter.
•  Ability to work with deadlines and work well under pressure.
•  Able to expand hours as necessary when workload is demanding.
•  Accurate and detail oriented.
•  Like a challenge.

All employment with Bear River Head Start is contingent upon Policy Council approval, and successful results of a background check. All applicants must also pass a drug test prior to hire including working with children and families. Refusal to submit to testing will result in disqualification of further employment consideration.