General Summary

To perform all duties necessary to ensure the accuracy in the processing of accounts payable, accounts receivable, in-kind donations and contributions to the programs, and other duties related to fiscal operations. In addition, this position is responsible for development and tracking of a program inventory for Early Head Start. Performs all duties related to the data entry and management of the web based system that tracks information related to children and families enrolled in the Head Start/Early Head Start/Pre-K Counts programs. Performs all duties as required by the director and other duties as assigned relating to the administrative component including, typing, word processing, faxing, acting as receptionist and other clerical duties.

Fundamental Duties/Essential Functions

Duties of the position are described in major functional areas listed below. Additional duties may be assigned.

Purchasing/Accounts Payable/Accounts Receivable

Assists in the initial implementation of purchasing system including ordering, receiving and submission of invoices for payment. Follows the TIU accounts payable procedure.
Ensures that bids and quotes are received on major purchases over $500.00 or as required by federal procurement and TIU regulations. Keeps accurate files of all bids and quotes and contract documents.
Checks for accurate account numbers and appropriate signatures on received purchase orders.
Orders items on approved purchase orders.
Sends original purchase order to vendor.
Checks for sign off on packing slips or other proof of receipts received and matches to the second copy of the corresponding purchase order.
Ensures timely submission for payment of all bills to be forwarded to the main Business Office.
Reconciles purchase orders which remain open at the end of each month.
Trouble shoots as necessary prior to payment or to correct errors after the fact.
Sends letters to all vendors as necessary to update them regarding any address, location or phone changes.
Contacts vendors to set up PO acceptance or credit file. Requests and coordinates credit applications as needed with the Business Office in McVeytown. Maintains a file folder for each credit account.
Maintains an organized system for ordering supplies, entering supply orders in the PO system and tracking all supplies as ordered and received into the office.
Maintains a PO log by number and accounts for all Purchase Orders sequentially.
Once supplies are received, make a copy of the invoice to be matched with the original PO and file in vendor file.
Maintains a comprehensive list of all vendors used including their name, address, telephone, contact person, account number and items or services purchased for the program.
Verifies that no supplies are ordered without the proper signatures on the requisition ordering form.
Performs other duties as assigned.

In-Kind

Responsible to directly collect in-kind from all Head Start/Early Head Start staff.
Ensures the accuracy of all in-kind collected for the programs.
Calculates in-kind figures for all respective donations and contributions to the programs.
Copies all in-kind documentation and maintains records for each month’s submission of in-kind.
Timely submits to the IU Business Office all in-kind documentation and figures collected by the 5th of each month.
Communicates to appropriate program management staff discrepancies or inaccuracies with any of the collected in-kind.

Office Systems

Develops procedures for and manages the receiving and distribution of incoming and out-going mail, overnight, shipping, faxes, etc.
Develops and carries out procedures for general office systems, such as office building security, telephone system and messaging, in/out board, etc.
Plans and oversees a system for maintenance of:
Inventory records, insurance records, etc. along with the program director.
Personnel Files for every employee and volunteer.
Program files, to include reports, correspondence, newsletters, meeting minutes, training logs, safety logs, etc.
Program forms (leave requests, payroll changes, mileage, fax, etc.)
Office machines, computers, fax, copy machines, and office furniture in collaboration with the program director.
Office supplies.
Program keys and key check-out system; including tracking, sign-out and return of keys in cooperation with the program director.
Produces needed correspondence, reports, meeting minutes, agendas, etc.
Assist other HS/EHS/Pre-K Counts/PAT management staff with processing and organizing other program information as needed for the operation of the program.
Provides word processing services and assistance on putting together a regular program newsletter and as needed for other program information (Orientation Booklet, Policy & Procedure Manuals, etc…).
Supports Policy Council meetings, Health Services Advisory Committee and other committees in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports and other information.
Assists with meeting logistics, such as child care arrangements, snacks, room set-up, etc.
Provides support for staff meetings, training and other events as needed and/or requested.
Assists program operations manager and program director in all aspects of program administration, as required.
Performs other duties as assigned.

Management Information System

Develops procedures for entering data into a web based system which tracks a variety of information related tochildren and their families that are enrolled in the program.
Updates data base system on a regular basis and produces required reports as requested by the director.
Provides monthly class lists to all home visitors, family service assistants and other staff.
Completes data input on children regarding address or phone changes, physicals, dentals, additional health information.
Assists other program staff in learning how to access information regarding their caseloads using the web based system.
Provide training to staff as required to support their ability to access information on the web-based system.
Provide reports as necessary to managers to assist with monitoring of services.

Knowledge and Abilities

Familiar with Head Start/Early Head Start philosophy, goals and applicable fiscal and grants managementregulations.
Hands on experience in purchasing, payroll, basic accounting and coding procedures, and preparation of Excel spreadsheets required.
Use of e-mail to transmit payroll and other data.
Knowledge of local area’s resources, language and customs helpful.
Ability to handle multiple tasks and to work with outside agencies.
Ability to accurately enter and transmit payroll information within established timelines.
Ability to communicate effectively both verbally and in writing and to work well with others in a team environment. Ability to represent Head Start/Early Head Start positively to the community and with parents and families at all times.
Ability to learn and manage human resources and inventory systems.

Other Skills and Abilities

Ability to exhibit patience and tact when communicating with parents, staff, management, vendors and the public.
Ability to project professionalism in conducting daily activities.

Education And Experience

Minimum requirements are a High School diploma or GED with two years of relevant experience in purchasing, accounts payable and payroll functions. AA degree or higher preferred.
The individual must possess a sound working knowledge of Microsoft Excel.
The position must have the ability to manage numerous tasks, possess good organizational skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment.
The program will verify references and complete a sex offender registry check. An initial health exam with acceptable tuberculosis screening results, a clear criminal records, FBI, and Child Abuse clearances check. These are required post job offer and prior to employment.
Current and former Head Start/Early Head Start parents will receive preference for employment vacancies for which they are qualified.

Physical Demands and Working Conditions

Occasional need to lift typical office items, including small furniture, some equipment, boxes, etc.
May be required to lift up to 50 pounds.
Some exposure to communicable diseases.
Travel by car, bus, airplane or train may also be required associated with attendance at conferences, meeting 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.

Tuscarora Intermediate Unit 11

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