Early Learning Fiscal Coordinator

MARC is seeking a qualified individual to serve as an Early Learning Fiscal Coordinator. This person will be responsible for providing critical support to the Early Learning/Head Start Director performing a variety of complex fiscal, technical, and administrative duties. 

Date posted: June 30, 2023

Position status: Accepting applications

The Early Learning Fiscal Coordinator will provide support for the Family and Community Engagement content area of Head Start to ensure successful outcomes.  The Early Learning Fiscal Coordinator ensures the efficient operation of the Early Learning department by performing duties within the guidelines, policies, and procedures of MARC.  The Early Learning Fiscal Coordinator will also act as the liaison with staff, delegates, outside agencies and the public. This position is responsible for implementing fiscal and administrative tasks, as well as crucial program operations tasks to support the MARC Early Learning Department. 

Scope

This is fiscal, administrative and project work involving the Early Learning department, which provides comprehensive early learning services. An employee in this category provides administrative assistance to the Early Learning/Head Start program director and performs functions essential to support the overall Early Learning department. This position is full-time.

What you’ll do 

• Represent MARC Head Start Program and other MARC programs in a positive manner, interacting professionally with the public and colleagues. 
• Administrative Responsibilities
   
  • Meeting/event coordination – creates meeting agendas, meeting packets, minutes, correspondence, reports, coordinates meeting logistics, secures needed resources for meeting attendees, manages annual Head Start calendar. 
  • Provide word processing services and assistance in creating staff or parent communications including presentations, memos, reports, newsletters, and other types of correspondence. 
  • Prepare agenda items for the MARC Board for contracts, amendments, and other procurement items that are $50,000 and above. 
  • Plan and oversee a system for maintenance of program files, to include reports, correspondence, newsletters, meeting minutes, training logs, safety logs, program forms, contracts, correspondence, grant reports along with Early Learning/Head Start Director.  
  • Maintain mail and email distribution lists.  
  • Receipt and distribution of incoming and outgoing mail, shipments, etc.  
     
• Fiscal Responsibilities 
  • Prepare Purchase Orders, track expenditures and prepare other financial information for provision to the Finance Department. 
  • Track and document in-kind and other allowable costs applied toward the non-federal share requirement. 
  • Coordinate travel arrangements for staff and partner agency staff, including completing required documentation; reviewing returning documentation for completeness and compliance with MARC and federal policies; and submitting for reimbursement. 
  • Perform key accounting functions on day-to-day vendor invoices and contractor payments; process credit card transactions and enter in GP accounting software. 
  • Assist in budget planning for Special Projects with Managers and/or Coordinators. 
  • Submit parent reimbursement requests along with documentation for special meetings. 
     
• Contract Management Coordination
   
  • Monitor timelines for contracts and initiate the addendum and renewal process. 
  • Consolidate input from Head Start program managers and the Grant Manager and make annual updates Direct Service Providers, agencies and individual contractors contract documents for review and approval by the Early Learning/Head Start Director. 
  • Distribute contracts for internal and external signatures. 
  • Secure, track, and store insurance certificates from contractors. 
  • Maintain correspondence and documentation related to contracts. 
     
• Procurement Coordination 
  • Coordinate purchasing activities for equipment, furniture, and supplies, to include obtaining bids/quotes, placing orders, accepting delivery, and disseminating products. 
  • Ensure compliance with MARC and federal purchasing protocols, including facilitating Board approval when required.  Provide guidance to staff on the procurement methods and accounting policies (Davis Bacon and other federal requirements) 
  • Maintain and update inventory tracking and reporting in Excel for all new/current equipment/supplies and technology; Make sure they are appropriately labeled 
  • Create and execute transfer of equipment agreements with Direct Service Providers. 
     
• Additional Responsibilities
  • Maintain strict confidentiality with respect to Head Start/Early Head Start children, families, and staff in accordance with established policies and procedures 
  • Abide by and adhere to all policies and procedures and demonstrates an understanding of MARC Employee Handbook: Human Resources Policies and Procedures, Head Start Policies and Procedures and resources 

Skills you’ll need 

• Strong organizational skills. 
• Strong attention to detail, especially as it applies to financial and regulatory tasks. 
• Excellent oral and written communications skills, ability to handle multiple demands simultaneously while producing desired results. 
• Ability to work independently and as a member of an integrated team.  
• Handle multiple projects and support diverse constituencies is essential.  
• Strong work ethic with intrinsic motivation and ability to take a high level of personal accountability for the quality and timeliness of work. 
• Willingness and ability to ask for additional guidance and clarification. 
• Ability to accept and act upon supervisory guidance. 
• Excellent and proactive communication skills with supervisors, colleagues, and community partners. 
• Ability to be productive and manage emotions and stress in a high-paced environment with flexibility around changing priorities. 
• Positive customer service attitude with internal and external customers. 
• Ability to communicate effectively and respectfully (verbally, in writing and non-verbally) with a wide range of constituents and diverse populations, including diverse socio-economic, ability/disability, rural/urban, racial, ethnic, age, gender, family make-up and education levels. 
• Ability to understand and apply applicable rules, regulations, policies, and procedures. 
• Proactive problem-solving skills. 
• Considerable knowledge of standard office administrative and clerical practices and procedures.  
• Proficiency in Microsoft Office products, including Excel, PowerPoint, and Word. Strong ability to use these programs to manage data and committee lists and create documents. 
• Effective writing skills to summarize information accurately and succinctly into an organized and easily understood format. 
• Organizational skills to effectively manage documents, calendars, information, meetings, and events. 
• Interpersonal skills necessary to effectively interact with internal staff and outside organizations to successfully present information, respond to general questions, and consult with others. 

Basic requirements 

• Associate degree with two years of successful and progressively responsible related work is required. Related work includes work coordinating contracts and purchasing process, preferably associated with federal programs or grants.  
• Bachelor’s degree preferred.   
• Occasional need to lift typical office items, including small furniture, some equipment, boxes, etc. 
• May be required to lift up to 20 pounds. 
• Travel by car, bus, airplane, or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of state and in some cases where some overnight travel may be required. 
• Noise level in work environment may be moderate to loud. 
• Must be available, as requested, for a variety of evening and weekend meetings as well as social and community events. 

Competencies

• Manages own time, priorities, and resources to achieve goals. 
• Adapts to changing business needs, conditions, and work responsibilities and works with a variety of situations, individuals, groups, and varying customer needs. 
• Diligently attends to details and pursues quality in accomplishing tasks. 
• Listens to others and communicates in an effective manner. 
• Recognizes situations that warrant initiative and moves forward without hesitation; reasonably resolves issues, problems, or situations. 
• Focuses on results and desired outcomes and how best to achieve them to get the job done. 
• Ensures that work is complete and accurate; independently follows up with others to ensure that agreements and commitments have been fulfilled. 
• Conveys ideas and facts in writing using language the reader will best understand. 

Starting salary for this position is from $45,725 to $51,850 per year, depending upon qualifications. MARC offers an attractive team-oriented work environment along with a competitive fringe benefit package. MARC offers employees the flexibility to work remotely for up to two days per work week. 

MARC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. MARC may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.