Finance Specialist - Early Childhood Programs

Bucks County Intermediate Unit • Doylestown, PA

4d • Onsite

About The Position

Under the direction of management, the Finance Specialist assists with preparing and monitoring multiple program budgets. The role processes financial documents, researches budget data, and provides procedural information to staff. It interacts with staff, partner organizations, and vendors to provide information and respond to data requests, and contributes to the accuracy and reliability of program budget data. Work is performed independently, subject to supervisory direction and review.

The position supports finance and administrative functions across Early Childhood Programs and other programs, including invoice review and payment processing, reimbursements, purchasing and encumbrance management, billing and reporting, procurement card statements, grant submissions, and timesheet processing. It also coordinates sign language interpreter requests and coverage.

This is a full-time, 260-day calendar position. Work is Monday through Friday, generally from 8:30 a.m. to 4:30 p.m., though hours may vary by position and division. Occasional evening or weekend work may be required. Regular onsite presence is required. No regular travel is required, but occasional work-related travel may be necessary.

Requirements

• High school diploma or GED.
• Minimum of three years of administrative experience.
• Advanced computer competency with databases, Microsoft Office, and Microsoft SharePoint, and the ability to learn other software as needed.
• Ability to create, manage, and edit spreadsheets and reports.
• Ability to work independently and as part of a team to accomplish goals and solve problems.
• Excellent organizational, interpersonal, and time-management skills.
• Excellent oral and written communication skills.
• Citizenship or work authorization to work in the United States.
• Ability to perform the essential functions of the position, with or without reasonable accommodation.
• Regular onsite presence and reliable attendance.

Nice To Haves

• Associate’s degree.

Responsibilities

• Assist management with the preparation, monitoring, and analysis of multiple program budgets.
• Analyze invoice data, review supporting documentation and account codes, facilitate approvals, and manage payments in accordance with Business Office procedures and deadlines.
• Produce reports and supporting documentation, and collect and document monthly reimbursements and backup documentation.
• Assemble monthly or quarterly forms, review documents for accuracy, and obtain required Supervisor and Director approvals.
• Organize, track, and match purchase invoices to purchase orders; confirm satisfactory receipt of items and resolve issues before submitting invoices for approval and payment.
• Design tools to document processes and maintain accurate records.
• Initiate purchase requisitions, coordinate with Purchasing to verify quotes and vendor eligibility, obtain approvals, and submit documents for processing.
• Initiate and maintain encumbrances, manage payments against them, monitor encumbrance activity, project future spending, and generate change orders as needed.
• Compare spending year over year and use the data to develop new encumbrances and plan for each school year.
• Process billing and analyze reports for services and programs including K5 district billing, interpreter and accessibility services, Audiology Services, and Preschool Early Intervention Memorandums of Understanding.
• Compile information from multiple data sources and reconcile invoices and staff reports against supporting documentation; analyze data for accuracy and produce mid-year and end-of-year billing reports.
• Generate monthly procurement card statements, verify supporting documents are uploaded, review account codes and splits, and submit statements for approval.
• Assemble and submit grant management materials, including the annual Federal Quota submission and submissions for OVR, Partial Hospitalization, and BCWED grants.
• Distribute grant materials to appropriate staff, compile updates, and upload them to an online database.
• Organize and process timesheets and ensure personnel action forms are completed with accurate budget codes.
• Serve as a point of contact for teachers, interpreters, and Bucks IU and district staff regarding sign language interpreter requests.
• Manage interpreter requests for students receiving IU services and for school district parents and staff; coordinate coverage for absences and other program needs with the Supervisor of Related Services and outside agencies.
• Maintain regular attendance and dependable onsite presence.

Benefits

• Excellent employee benefit plan options.
• PSERS pension plan.
• Flexible school-calendar work schedule.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED