DEPARTMENT: Head Start & Early Learning Programs
POSITION TITLE: Business Operations Coordinator
SUPERVISOR: Grants & Business Manager
The Business Operations Coordinator works in close collaboration, and under the direction of the program’s Grants & Business Manager to coordinate Early Education & Care (EEC) enrollment and billing activities to ensure accurate and timely billing to the State and enrolled families. The coordinator monitors, tracks and reports all parent fee activities to maximize revenue collections and to stay in compliance with EEC Financial Assistance regulations. The coordinator also assists with other activities related to the day-to-day operations of a large Head Start and Early Childhood program in accordance with all local state and federal requirements.
- Create and process accurate, timely, weekly payment vouchers for subcontracted Family Child Care Educators
- Calculate FCC PFML and SEIU deductions and reconcile monthly
- Assist Grants & Business Manager with issuing and processing program purchase orders and expenses; updating tracking worksheets
- Assist with placing and processing monthly office and maintenance supply orders
- Monitor EEC parent fee payments to ensure families stay current
- Communicate with families who are not current, i.e., phone calls, reminder emails/letters, or other preferred method of communication
- Create and monitor payment plans with families as needed
- Issue fiscal terminations for non-payment and notify appropriate staff
- Generate A/R aging and activity reports for Director of Business Operations monthly or as requested
- Oversee and monitor monthly Time and Effort Reporting process (TERF)
- Enter, monitor and report non-federal share activities
- Assist with non-capital equipment tracking/data entry
- Attend all required staff meetings, supervision, training, and contractual meetings
- Attend mandatory agency trainings and other relevant trainings
- Participate in professional development activities and team meetings
- Adhere to all Agency and Head Start Standards of Conduct
- Perform work with a commitment to principles of Diversity, Equity, and Inclusion, including sensitivity to the needs of people with lower incomes
- Remote work from home will be assigned and determined by the Director. When schedule requires remote work, expected to be available for meetings, calls, responding to emails, and conducting regular duties during standard service/agency hours.
- Performs related work as required.
This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be adjusted to meet the operational needs of the agency.
- Five years’ related experience
- Experience with non-profit organizations, fund accounting, and managing multiple funding sources, with knowledge of Generally Accepted Accounting Principles (GAAP) and the Interim rule and Code of Federal Regulations (2 CFR Part 200 and 45 CFR Part 75)
- Experience with state and federal funding (especially Head Start and Early Child Care) & regulatory requirements preferred
- High School diploma or equivalent
- Additional appropriate education may be substituted for experience
- High level of proficiency with Excel, accounting, and other Windows-based software programs
- Excellent reflective, analytical, organizational, verbal communication skills
- Ability to maintain good working relationships with all stakeholders
- Must be well organized with good attention to detail, with the ability to prioritize and meet deadlines
- Ability to work well both independently and as a member of a diverse team
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands and work environment described below is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Requires sitting for long periods of time, standing, talking, and listening
- Working in an indoor office environment in which the noise level is often quiet
- Some bending and stretching required
- Manual dexterity required for frequent use of calculator and computer keyboard
- Requires occasional lifting of up to 20 pounds
- Specific vision abilities required by this job include: vision, color vision and the ability to adjust focus
Employment is contingent upon the following: a Background Record Check (BRC), which includes Criminal Offender Record information (CORI), Department of Children and Families (DCF) background check, Sex Offender Registry information (SORI) checks, fingerprint-based national and state criminal history database checks, National Sex Offender Registry (NCOR), and Out-of-State checks (CORI, SORI, DCF) if an individual has lived in another state within the last five years.
BRC and fingerprinting-based national and state criminal history check is to be completed every three years. In addition, employment is contingent on evidence of physical exam within the past year, plus verification of MMRs. Documentation of subsequent physical exams must be submitted every 2 years.