DEFINITION:
Under the general oversight of the Director of Business Operations and the general supervision of the Finance Technician, position responsibilities include using financial software to enter data accurately, preparing financial documents, reconciling accounts, and ensuring compliance with accounting principles.
ESSENTIAL JOB FUNCTIONS:
General Responsibilities
- Obtain, read, and understand the agency philosophy, mission statement, personnel handbook, job descriptions, and other materials related to the position and positions supervised.
- Perform general cleanup duties and organization of work spaces to ensure daily, weekly, and monthly duties are complete.
- Participate in and assist in preparation of reviews by California Department of Social Services, California Department of Education, NAEYC, and grant-seekers/makers.
- Participate in assigned staff and team meetings, yearly in-service training, and off-site learning opportunities such as workshops or classes.
Financial Processing & Recordkeeping
- Verify childcare subsidy enrollment information in the database.
- Assist with the proper completion of childcare attendance sheets and other required program forms and documents.
- Verify and reconcile attendance logs, contracted hours, and reimbursement requests.
- Assist with processing accurate and timely payments to agency vendors, contractors, and service providers in accordance with established procedures and deadlines.
- Prepare FCCHEN reimbursements and adjustments in a timely manner to meet various funding deadlines.
- Reconcile attendance sheets with contracted enrollment hours and maintain accurate reimbursement records in the agency’s database.
- Detect and correct discrepancies by researching supporting documentation as well as coordinating with appropriate staff.
- Assist in maintaining current, accurate vendor and contractor account records, ensuring accounts remain in good standing.
- Maintain organized and up-to-date financial files, both electronic and physical, in compliance with agency policies and funding requirements.
- Assist in preparing documentation for audits, monitoring visits, and internal reviews.
- Monitor reimbursement and payment deadlines to ensure timely processing.
- Assist in communicating with vendors, contractors, and educators to resolve payment issues, clarify documentation requirements, and address inquiries.
- Support the maintenance of financial database systems, including entering, updating, and verifying data accuracy.
- Reconcile monthly credit card reports.
Administrative & Clerical Support
- Establish, maintain, and update files, databases, records, and/or other documents.
- Operate a personal computer to access email, electronic calendars, and other office software.
- Sort, screen, review, and distribute incoming and outgoing internal/external mail.
- Perform general clerical duties including photocopying, faxing, mailing, binding, filing, and receipt reconciliation.
- Perform opening/closing obligations of the administrative office, as assigned.
- Provide general support as requested by administration, such as bank deposits, mail pickup, and general errands.
- Assist in the maintenance of the EDS archival system.
Professional Conduct & Flexibility
- Provide courteous and professional customer service to staff, vendors, educators, and contractors.
- Maintain confidentiality of sensitive financial and client information in accordance with agency policies.
- Work flexible hours to meet the needs of administration, which may include evenings and weekends.
- Perform any other duties as assigned by administration.
Client Interaction & Communication
- Greet clients and visitors in a professional and courteous manner.
- Answer incoming calls, take messages, and route inquiries to appropriate staff.
- Compose, prepare, or ensure timely responses to a variety of routine written inquiries.
- Document all questions, concerns, and complaints received.
- Update and utilize the EDS mass communication system, as directed.
Staff Relations
- Assist with breaks and other agency needs as requested.
- Support all staff members in their duties.
- Maintain open and respectful communication to children, staff, and parents.
- Work cooperatively with other staff members, accept supervision, and help promote a positive atmosphere.
- Maintain strict confidentiality regarding employed staff.
Family Relations
- Maintain strict confidentiality regarding families enrolled in the Agency.
NOTE: Essential Job Functions may be both on and off-site locations, days and/or evenings and/or weekends.
MINIMIMUM QUALIFICATIONS:
- High school diploma or equivalent.
- Minimum of three (3) years of experience in operations, administrative coordination, or related field.
- Proficiency in Microsoft Office Suite, Google Workspace, and standard office equipment.
- Strong time management skills with the ability to manage multiple priorities.
- Excellent verbal and written communication skills.
- Ability to work independently while maintaining a collaborative team approach.
- Bilingual/Biliterate ability in English/Spanish.
- In good health and free of active Tuberculosis.
- Must provide completed Health Screening Report, Immunizations, and Department of Justice clearance prior to employment.
- Keyboarding skills (40+ words a minute), computer literacy, and proficiency with various applications such as MS Office, e-mail, and internet.
REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:
- Demonstrated effective communication skills and ability to work cooperatively with others.
- Ability to lift a minimum of 40 pounds, assume postures in low levels to allow physical/visual contact with children and engage in physical activity with children.
- Ability to see and hear well enough to keep children safe.
- Able to reach a child 20-30 feet away in 30 seconds without danger to the staff person's health.
- The skills and willingness to deal with sensitive family situations in a non-threatening and professional manner.
- Ability to communicate well with adults and children of diverse academic, ethnic, socioeconomic, and cultural backgrounds, including people with disabilities.
- Must be able to work independently without intensive supervision.
- Must be able to balance and prioritize workload and have strong time management skills.
- Strong accuracy and analytical abilities, as well as proficiency with spreadsheets/databases.
- Ability to meet or exceed the company’s attendance and punctuality standards.
DESIRABLE QUALIFICATIONS:
- Associate or bachelor’s degree in business administration, communications, or a related field preferred.
- Demonstrated successful experience working with community-funded programs.
- Demonstrated understanding of and commitment to the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.
The job description does not imply that these are the only job duties to be performed by the employee occupying this position. Employees will be required to follow all job-related instructions and to perform all other job-related tasks requested by management. As holder of this position, I accept the above responsibilities and will perform them as described. I understand that my employment with EDS is at will and that nothing in this job description constitutes a contract of employment, express and implied.
Job Type: Full-time
Pay: $24.28 - $25.76 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Experience:
- Accounts payable: 2 years (Preferred)
Language:
Ability to Commute:
- Salinas, CA 93901 (Required)
Work Location: In person
