Financial Manager (Non-Exempt)
CLASSIFICATION: Non- Exempt
Every TAP employee shares in TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.
DEFINITION AND PURPOSE:
Responsible for assisting in budget preparation, monitoring execution, and revisions and for implementing and maintaining an inter-departmental system for managing procurement, control of goods and services, and cash deposits. This person also works closely with the Treasure of the Policy Council and Center and Home-based Committees.
ORGANIZATIONAL RELATIONSHIPS:
Supervised by: Head Start Director
Supervises: Accounts and Operations Technician; Building and Grounds Manager
Coordinates with: Head Start Central Staff, Head Start Center and Home Based Staff, Agency Finance Department, Policy Council Treasurer and HHS Financial Management Specialist
RESPONSIBILITIES:
- Assists in development of Head Start Budge/Grant applications;
- Prepares final budget for all program funds, coordinates review by Finance Department and submits to Grantor or appropriate authority by deadline;
- Coordinates with representatives from budget committee in developing final budgets;
- Presents final budgets to budget committee for review and approval;
- Assists Head Start Director in presenting final budgets to Policy Council for review and approval;
- Monitors budget execution; reviews account encumbrance, expenditure, revenue and other financial reports received from agency Finance Department;
- Reconciles with informal records, and provides periodic, usually monthly, status reports to the Head Start Director, other appropriate staff personnel, and Policy Council concerning variances between actual and budgeted line items (object codes) or expected values; recommends corrective action for unacceptable variances;
- Conducts budget committee meetings with Policy Council to review and discuss financial and budgetary status reports, monthly and as needed;
- Prepares budget revisions during the fourth quarter of the fiscal year and as needed following procedures as outlined above;
- Prepares cost allocation plans for inclusion in budgets as needed;
- Assists in developing other budgets as needed;
- Maintains Head Start’s portion of inter-departmental financial management system;
- Receives, reviews and processes for approval, and submits to agency Finance Department requests and requisitions for supplies, equipment and services as needed;
- Receives, places orders and monitors purchase order actions, to include those by staff;
- Manages Blanket Purchase Order (BPO) system for vendors authorized by the Finance Department; monitors use of BPO’s delegated to be managed by staff personnel;
- Receives, reviews, and reconciles Invoices with purchase orders, contracts and other purchase authorizations;
- Prepares payment vouchers upon receipt and review of invoices; allocates expenditures to appropriate program accounts and submits appropriate copies for submission to agency Finance Department for payment;
- Records and maintains informal record of transactions processed to the agency’s Finance Department;
- Reviews and reconciles outstanding purchase orders with information provided by agency Finance Department; informs Head Start Director monthly of outstanding orders over 6 months old;
- Assigns inventory numbers to individual non-expendable purchased or donated property that is considered sensitive or exceeds the value prescribed by the agency Finance Department: maintains records for non-expendable equipment;
- Based upon inventory records provided by staff elements, reconciles non-expendable equipment inventory records with records provided by agency Finance Department as to location and amount;
- Oversees preparation or review of petty cash and field trip transactions prior to submission to the agency Finance Department for payment and return of prepaid expense documents;
- Manages Head Start’s portion of inter-departmental contracting procedures;
- Oversees preparation by the staff proponent or directly prepares contracts, letters of agreement, leases or other legal arrangements that have budgetary or financial implications in accordance with procedures prescribed by the agency;
- Obtains approvals and routes completed documents to the agency Finance Departments; maintains copies of approved contracts, letters of agreement and leases;
- Develops and issues approved staff guidance to comply with agency contracting procedures;
- Trains and Assists Policy Council Treasure and Center Committee Treasurers in performance of their duties;
- Conducts annual training for Policy Council Committee Center Treasurers; prepares and distributes Treasurer’s handbook annually;
- Meets with Policy Council Treasurer to review Policy Council Budget and fund and reconcile checkbook monthly; assists Treasurer in preparation of the monthly report, as needed;
- Assists center and home based treasurer as requested;
- Oversees the processing and recording of center’s Parent Fund-Raiser Fund transaction before the close of the school year;
- Oversees the training of In-kind collection and documentation;
- Supervises the conduction of Annual In-kind training for collection of In-kind;
- Conducts periodic review of In-kind recording procedures to assure integrity of data collection;
- Manages the processing of Block Grant requests;
- Handles correspondence with local DSS agencies;
- Processes purchase orders as they are received;
- Submits invoices on a monthly basis to local DSS agencies;
- Reconciles Block Grant fund collection to budget plan;
- Assists work to Accounts and Operations Technician and other personnel assigned to work in the Head Start financial management area;
- Monitor activities and services performed by the Building and Grounds service area to ensure compliance with Head Start performance standards, State and City licensing codes;
- Provides reports to Head Start Director and staff as needed;
- Attends workshops, meeting and conferences related to Head Start financial management as they become available;
- Performs other duties as required.
TRAINING, EDUCATION AND EXPERIENCE:
- Graduation from an accredited college or university with a major in accounting or business;
- Minimum of 2 years experience in financial management and bookkeeping or accounting practices;
- Experience in payables, payroll and budget preparation and modifications, variance analysis and reporting;
- Minimum of 2 years experience in working with federal grants; must have proficiency in understanding and following complex oral and written communications;
- Ability to interpret complex government regulations and guidance;
- Ability to convey financial concepts to non-financial personnel.
- At TAP, we focus on the Whole Family Approach. Whole Family is a family led strategy to achieve set goals. As an employee you may be required to attend Whole Family training and subject to data entry into the agency’s software as part of the Whole Family approach and serving clients
SPECIAL REQUIREMENTS:
- Must pass drug screening. Some positions require positive complete background screening including: health, criminal, sex offender and child protective services.
- This position is eligible for remote work upon supervisor’s approval.
- Physical activity of this position: use of fingers for – picking, pinching, typing; talking and hearing.
- Physical requirements of this position: sedentary work – exerting up to 10 lbs. of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
- Visual acuity requirements: requires close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
- The worker is not substantially exposed to adverse environmental conditions.
- TAP participates in the Virginia DMV Driver Alert Program. Employees who operate a TAP vehicle or their personal vehicle to conduct TAP business may be subject to driver record monitoring through the Virginia DMV Driver Alert Program.
This description provides information regarding the essential functions of the designated job, and general nature and level of work associated with the job. It should not be interpreted to describe all the duties that may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.
We only hire individuals legally eligible for employment in the United States.
Equal Opportunity Employer/Drug Free Workplace
Bilingual ability is a plus.