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Job Goal:

The duties and responsibilities of the Fiscal Officer include providing daily oversight on how assigned grant funds are spent and managed including the Head Start, Oregon Pre-kindergarten and Preschool Promise and other assigned Early Learning Division funds.

This oversight includes ensuring funds are budgeted where appropriate, that they are spent according to fiscal policy, that funds are spent in alignment with the account purpose, that processes and controls are in place, that assets are safeguarded, that transactions are recorded and reported properly and reconciliations are timely. Supports Grant Managers and Directors to ensure expenditures are in conformity with the budget, and that appropriate budget changes have been made to reflect a change in the original budget. Similarly helps Departments assess needs and apply for grants; creates budget narratives to explain expenses.

Participates in monitoring and audits for assigned grants. The Fiscal Officer will provide support and back up to the senior Fiscal Director functions and has a fiduciary responsibility to fulfill the agencys overall mission ethically and in compliance with applicable policies, laws, regulations, and rules, and contracts, grants, and donor restrictions. Accordingly, the Fiscal Officer is obligated to take reasonable actions to ensure that funds are used only for official business; accounted for accurately in the financial records; and maintains Internal Controls, which strive to protect all assets, such as facilities, data, equipment, supplies, inventory, accounts receivables, and cash (including checks and credit card payments), from unauthorized access or theft.

Essential Responsibilities:

• Maintain proper documentation of all expenditures
• Responsible for ensuring that that agency accounting transactions are done properly and in accordance with Federal and State regulations
• Be aware of agency's current financial situation and report such to the Fiscal Director
• Provide information regarding budget expenditures and funds available to Program Directors and Managers
• Participate in training relevant to assigned federal & state grants and contracts
• Responsible for filing required monthly and quarterly financial reports with appropriate agencies on assigned grants in conjunction with Fiscal Director
• Participate in all monitoring and audit events
  • Be a primary contact with external auditors/monitors, ensuring Senior Directors are duly informed and make recommendations
  • Coordinate collection and preparation of materials so that materials are organized in advance of monitoring events
  • Responsible for effective communications and in answering questions raised during audits
• Review to assure that agency systems payroll and other expenses and reports for assigned grants are accurate and on time and reflected as such in accounting software systems
• Review to assure that agency systems allocation methods for assigned grants are accurate, recommending correcting journal entries when necessary
• Help prepare and review financial statements, identifying sources and uses of funds (Monthly Financial Reports) and creating graphs to help share data with the assigned teams
• Help train Parent Policy Council in basic review of financial statements and receipts, fiscal policies. (This Council is part of Governance and oversees our work and approve expenditures on a monthly basis.)
• Participate in preparation of agency budgets for assigned grants in conjunction with the Fiscal Director, Executive Director and Senior Leadership Team
• Assist in preparation of program/agency budgets prior to grant submissions/ applications including budget forecasting, budget narrative and submittal through designated grant software and databases
• For capital projects and facility acquisitions that relate to assigned grants, collaborate with teams to ensure project completion within budget parameters
• Analyzes financial information for the purpose of providing direction and support, making recommendations, maximizing use of funds, and/or ensuring overall operations are within budget
  • Review contracts and provide high level fiscal analyses of potential financial obligations and opportunities, ensuring contract language and invoicing procedures are in accord with agency policy.
• Participate, in accordance with requested practice, in the creation and review of monthly financial statements, budget snapshots, expenditure summaries
• Provide information, insight, and guidance with respect to financial matters to the Executive Director and Senior Leadership Team
• Provide back-up support to Fiscal Director responsibilities

General Staff Responsibilities:

Employees of UMCHS aspire to the following:

A commitment to the agencys mission, vision, and values;

A commitment to equipping children and all who care for them for lifelong success

A commitment to excellence in everything we do;

A commitment to positive performance and a welcoming culture;

A commitment to outcomes, measured results and quality improvement;

A commitment to innovation and to what is possible.

• Program Participation and Team Member
• Be present at work in order to provide consistency of services

Arrive to work on time; punctually attend and actively participate in all required activities, meetings, and trainings.

Be a respectful, cooperative, and reliable team member and participant in program activities.

Project a professional work image, both in dress and manner.

Demonstrate familiarity with employment policies, performance standards, work plan and commitment to mission and values in the performance of daily duties.

• Standards of Conduct
  • Perform all work in compliance with UMCHS Standards of Conduct
• Improve self-skills and education
• Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy
• And or any other duties deemed necessary by your supervisor

Education Requirements:

• Bachelors degree in Accounting, Finance, or related field
• Or a minimum of four years relevant work experience

Qualifications:

• Three years accounting experience, with increasing responsibility for fiscal management
• Experience in non-profit agency fiscal and operations management, grant writing; interpreting and applying policies, grant requirements, technical directives, state or federal standards and regulations, program auditing and implementing compliance processes/procedures.
• Experience with Sage Intacct Software and Paycom preferred but not required
• Knowledge and experience in government or business management, accounting principles, practices, methods, and procedures. Federal financial grants management experience
• Thorough knowledge of financial and generally accepted accounting practices and procedures; ability to explain accounting practices, procedures, and protocols
• Experience with Federal and State grants and fiscal administration; Head Start experience a plus!
• Establish and maintain effective working relationships with individuals at all levels of the organization
• Bilingual ( Spanish /English) Preferred

Physical Requirements:

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:

• Sit for long periods of time with daily use of computer screen;
• Do tasks involving repetitive arm and hand movements, such as heavy word processing/keyboarding, using various office tools to collate, punch, cut, or stamp paper and other repetitive or high-volume tasks such as bulk mailings, filing projects, etc.;
• Occasional filing is required. This would require the ability to lift files, open filing cabinets and bending as necessary;
• Occasionally required to stand, walk and reach with hands and arms;
• Occasionally lift and/or move up to 10 pounds

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Work Environment/Conditions:

Work is normally performed in a typical interior/office work environment and some offsite virtual work. Job tasks are performed in close physical proximity to other people.

Safety:

Apply safe practices in the performance of duties

• Reporting of unsafe or hazardous working conditions and/or any injury immediately
• Complying with Agency safety standards
• Participate in emergency drills
• Promote a culture of safe environments in the workplace

Agency-wide Requirements:

• Current enrollment in the Child Care Divisions Central Background Registry
• Current physical examination, drug screen, and TB screen documentation prior to hire
• Ability to drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. A DMV Record check will be conducted prior to hire.
• Desire to work with low-income children and their families
• Communicate effectively with staff, families, children, and the public using the telephone and in face-to-face, one-to-one, and in group settings
• Fluent in English both verbally and written
• To protect the health and safety of our employees and families, and pursuant to the Governor's Order, all employees are required to be fully vaccinated against COVID-19 as a condition of employment. If you are unable to comply with this policy due to pregnancy, disability, or because of a sincerely held religious belief, we will ask for written verification.

Umatilla-Morrow Head Start, Inc. Is an Equal Opportunity Employer