Administrative Fiscal Specialist (36031)

Lutheran Services Florida • Jacksonville, FL

4d • Onsite

About The Position

Lutheran Services Florida (LSF) is seeking a talented Administrative Fiscal Specialist to join their team. This role is crucial for the administration of Head Start/Early Head Start (HS/EHS) programs, serving as the primary assistant to the Head Start Program Director. The position involves pre-award and post-award activities for grant proposals, including financial management, internal controls, and ensuring compliance with regulatory requirements. The Administrative Fiscal Specialist will also participate in HS/EHS Quality Assurance efforts and contribute to the mission of creating a world where children are safe, families are strong, and communities are vibrant.

Requirements

• AA/AS in Business Administration, Secretarial Science or related field.
• At least three years office operations experience required.
• 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 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.
• Successful completion of a Level II background screening, local criminal record check and drug screening prior to hiring.

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.
• Ability to be available for weekend and evening meetings as well as social and community events.

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

• Medical, Dental and Vision
• Telehealth (24/7 online access to Doctors)
• Employee Assistance Program (EAP)
• Employer paid life insurance (1X salary)
• 13 paid holidays + 1 floating holiday
• Generous PTO policy (starting at 16 working days a year)
• 403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement
• Tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree