Administrative Fiscal Specialist Part Time (36031)

Lutheran Services Florida•Jacksonville, FL

22h

About The Position

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong, and communities are vibrant. LSF is seeking a talented Administrative Fiscal Specialist who wants to make an impact in the lives of others. Purpose and Impact: The Administrative Fiscal Specialist assists with the Administration of all Head Start/Early Head Start (HS/EHS) areas. Serves as primary assistant to the Head Start Program Director, HS/EHS. Performs pre-award and post-award activities for the Children and Head Start Program (Program). Pre-award activities include assisting in the development, preparation and submission of grant proposals. Post-award activities include assisting in all day-to-day financial and internal control activities for the Program including compliance with applicable regulatory requirements. Participates in the HS/EHS Quality Assurance efforts. Essential Functions: Assists with the operation of programs to assure all programs meet or exceed all licensing, quality assurance, fiscal, legal and contract requirements. Assists to ensure compliance with the grant’s regulatory requirements including administrative and cost principles. Assist with ensuring the integrity of the Agency accounting information by compiling, verifying, entering and reconciling applicable transactions and information necessary for the monthly closing process and financial statements. Documents completion of the earnings process for School Readiness funding and/or Voluntary Prekindergarten (VPK). Reviews account coding to ensure that purchases are assigned to the correct budget line items and that non-allowable expenditures have been coded accurately. Coordinates schedules for the Head Start Director through scheduling meetings, preparing agendas, preparing minutes of meetings and other duties as assigned. Assist with the communication and administration of the Head Start Policy Council. As assigned, provides reports of progress to the Head Start Director through fiscal and statistical data received from the Program management staff., Reviews purchase orders requests for completeness and, if necessary, contacts requester for more information; assists to ensure that procurement transactions provide full and open competition and maintains records in support of the procurement history. Conducts Microix training for new managers and staff (as applicable). Process in-kind weekly by journal entry and assist with Non-Federal Share (NFS) training. Works with vendors to resolve purchasing problems and initiate corrective action as needed.â¯â¯ Reconciles credit card statement(s) with support for each authorized card user to ensure expenditures have been properly approved and comply with the procurement policy (i.e. Purchase Cards, Gas Cards) Coordinates with the administrative team to receive all checks from Central Office and create a check log for all vendor checks. Review checks and compare to payment journal for segregation of duty and internal control purposes. Check accuracy of checks with amounts, remittance addresses, and invoice numbers. Assists Director of Finance, when and if all other functions have been satisfied and assistance has been requested. Coordinates activities with other departments to ensure adequate flow of pertinent information. Informs the Head Start Director of any staff or client issues which may affect the delivery of quality services. Assists with all programs to improve policy and procedures to maximize service delivery. Assists with budget and grant preparation as assigned. Assists with agency outreach, education and special events. May represent the Head Start Director with involvement on local and state committees with interest in the HS/EHS program. Serves as contact person in the Head Start Directors absence. Maintains positive working relationships and facilitates communication with all areas supervised by the Head Start Director May give day-to-day work direction and function as a leader to clerical staff and volunteers as required. Attends all workshops and meetings as deemed necessary by the Head Start Director. Attends all required staff and parent meetings and activities. Maintains strict confidentiality with respect to HS/EHS children, families and staff in accordance with established policies and procedures. Performs other related duties as assigned. Other Functions: Note: The duties above are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described above. Physical Requirements: Vision: Must be able to read printed materials and computer screens with or without corrective lenses. Hearing and Speech: Must be able to communicate effectively in person, over the phone, and in meetings. Manual Dexterity: Must be able to operate standard office equipment (e.g., computers, calculators, printers, copiers) and perform data entry with accuracy and efficiency. Mobility: Must be able to sit for extended periods of time and occasionally stand, walk, bend, or reach as needed to access files, office supplies, or attend meetings. Lifting: Must be able to lift and carry materials or boxes up to 25 pounds occasionally. Mental Requirements: Must be able to focus on detailed financial tasks for extended periods, manage multiple priorities, and meet deadlines in a dynamic work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Requirements

AA/AS in Business Administration, Secretarial Science or related field.
At least three years office operations experience required.
Successful completion of a Level II background screening, local criminal record check and drug screening prior to hiring.
Intermediate knowledge and skills in Microsoft Office Suite, including Word, Excel, Powerpoint and Access.
Must possess well-developed financial and administrative skills.
Basic math skills needed to calculate figures and amounts such as discounts, percentages and overtime
Ability to write reports and business correspondence
Ability to handle confidential information.
Ability to use a computer and related software.
Ability to produce and interpret graphs, charts, spreadsheets and other mathematical reports.
Ability to follow established procedures.
Ability to work effectively with others.
Ability to work effectively with all types of personalities in a team environment.
Strong analytical and reasoning ability with superior numerical skills.
Planning and organizational skills.
Ability to establish credibility and be decisive.
Ability to safely operate a motor vehicle.
Ability to be available for weekend and evening meetings as well as social and community events.
Ability to manage numerous tasks, possess good organizational skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment.
Ability to collect, organize and evaluate data and develop logical conclusions.
Knowledge of the specific accounting and reporting requirements and the complete accounting cycle of the organization to which assigned.
Knowledge of budgetary procedures and controls.
Ability to analyze and research accounting, fiscal, payroll and leave data, reports and statements.
Ability to prepare accounting and audit records, statements, and reports.
Ability to read, comprehend, interpret and apply job related laws, rules, policies and procedures.
Ability to develop computer based spreadsheets, graphs, summaries, and reports.
Proficient computer skills with Windows, Microsoft Office and Excel, and 10 key by touch.
Ability to communicate effectively both verbally and in writing.
Exceptional organization skills and attention to detail are required and the candidate must be able to meet designated deadlines.
Must demonstrate sensitivity to our service population’s cultural and socioeconomic characteristics and needs.
Valid Florida drivers’ license and be insurable under LSF insurance carrier and have an acceptable Motor Vehicle Record.

Nice To Haves

BA degree preferred.
Experience in a social services or educational administration environment preferred.
Bilingual preferred: English/Spanish or English and other languages present in the local area.

Responsibilities

Assists with the operation of programs to assure all programs meet or exceed all licensing, quality assurance, fiscal, legal and contract requirements.
Assists to ensure compliance with the grant’s regulatory requirements including administrative and cost principles.
Assist with ensuring the integrity of the Agency accounting information by compiling, verifying, entering and reconciling applicable transactions and information necessary for the monthly closing process and financial statements.
Documents completion of the earnings process for School Readiness funding and/or Voluntary Prekindergarten (VPK).
Reviews account coding to ensure that purchases are assigned to the correct budget line items and that non-allowable expenditures have been coded accurately.
Coordinates schedules for the Head Start Director through scheduling meetings, preparing agendas, preparing minutes of meetings and other duties as assigned.
Assist with the communication and administration of the Head Start Policy Council.
As assigned, provides reports of progress to the Head Start Director through fiscal and statistical data received from the Program management staff.
Reviews purchase orders requests for completeness and, if necessary, contacts requester for more information; assists to ensure that procurement transactions provide full and open competition and maintains records in support of the procurement history.
Conducts Microix training for new managers and staff (as applicable).
Process in-kind weekly by journal entry and assist with Non-Federal Share (NFS) training.
Works with vendors to resolve purchasing problems and initiate corrective action as needed.
Reconciles credit card statement(s) with support for each authorized card user to ensure expenditures have been properly approved and comply with the procurement policy (i.e. Purchase Cards, Gas Cards)
Coordinates with the administrative team to receive all checks from Central Office and create a check log for all vendor checks.
Review checks and compare to payment journal for segregation of duty and internal control purposes.
Check accuracy of checks with amounts, remittance addresses, and invoice numbers.
Assists Director of Finance, when and if all other functions have been satisfied and assistance has been requested.
Coordinates activities with other departments to ensure adequate flow of pertinent information.
Informs the Head Start Director of any staff or client issues which may affect the delivery of quality services.
Assists with all programs to improve policy and procedures to maximize service delivery.
Assists with budget and grant preparation as assigned.
Assists with agency outreach, education and special events.
May represent the Head Start Director with involvement on local and state committees with interest in the HS/EHS program.
Serves as contact person in the Head Start Directors absence.
Maintains positive working relationships and facilitates communication with all areas supervised by the Head Start Director
May give day-to-day work direction and function as a leader to clerical staff and volunteers as required.
Attends all workshops and meetings as deemed necessary by the Head Start Director.
Attends all required staff and parent meetings and activities.
Maintains strict confidentiality with respect to HS/EHS children, families and staff in accordance with established policies and procedures.
Performs other related duties as assigned.

Benefits

LSF offers 60 programs across the state of Florida serving a wide range of populations in need.
Mission Driven staff members become part of the LSF community while transforming the lives of those in need.
Our staff additionally find growth opportunities as they explore areas of interest within the organization.
LSF is proud to be an equal opportunity employer.

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