DEPARTMENT: Head Start & Early Learning Programs

POSITION TITLE: Business Operations Coordinator 

LOCATION: Greenfield 

STATUS: Non-Exempt

SUPERVISOR: Grants & Business Manager

POSITION SUMMARY

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.

 ESSENTIAL RESPONSIBILITIES

1. Create and process accurate, timely, weekly payment      vouchers for subcontracted Family Child Care Educators
2. Calculate FCC PFML and SEIU deductions and reconcile      monthly
3. Assist Grants & Business Manager with issuing and      processing program purchase orders and expenses; updating tracking      worksheets
4. Assist with placing and processing monthly office and maintenance      supply orders
5. Monitor EEC parent fee payments to ensure families stay current
6. Communicate with families who are not current, i.e.,      phone calls, reminder emails/letters, or other preferred method of      communication
7. Create and monitor payment plans with families as needed
8. Issue fiscal terminations for non-payment and notify      appropriate staff
9. Generate A/R aging and activity reports for Director of      Business Operations monthly or as requested
10. Oversee and monitor monthly Time and Effort Reporting process      (TERF)
11. Enter, monitor and report non-federal share activities
12. Assist with non-capital equipment tracking/data entry
13. Attend all required staff      meetings, supervision, training, and contractual meetings
14. Attend mandatory agency      trainings and other relevant trainings
15. Participate in professional      development activities and team meetings
16. Adhere to      all Agency and Head Start Standards of Conduct 
17. Perform work with a commitment to principles of      Diversity, Equity, and Inclusion, including sensitivity to the needs of      people with lower incomes
18. 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. 
19. 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.

ESSENTIAL QUALIFICATIONS

• 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 

SKILLS REQUIRED

• 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.