Finance Specialist - Early Childhood Programs

Job Summary/Objective: Under the direction of management, the finance specialist assists with the preparation and monitoring of multiple program budgets. Principal accountabilities include processing financial documents, researching budget data, and providing procedural information to staff. Interactions occur with a variety of staff, employees from partner organizations, and vendors to dispense information and/or respond to requests for data. This position is a key contributor to the accuracy, reliability, and acceptability of budget data for programs. Responsible for work output on an independent basis subject to supervisory direction and review.

Core Essential Functions: Primary duties and responsibilities an employee must be able to perform, with or without reasonable accommodation, to successfully fulfill the requirements of a position. 

• Regular attendance and reliable on-site presence.

• Assist management with the preparation, monitoring, and analyzing of multiple program budgets.

• Analyze invoice data. Compare supporting documentation, ensure appropriate account codes and splits, facilitate approvals with appropriate Supervisors and Directors, manage payment process in accordance with current Business Office procedures and deadlines. Produce reports to serve as required support documentation.

• Collect and document receipt of all monthly reimbursements, and backup documentation. Review all documents for accuracy. Assemble all forms on a monthly or quarterly basis and obtain required Supervisor and Director approvals in accordance with published deadlines.

• Organize, track and match program purchase invoices received to the appropriate purchase order. Confirm with staff that all items are received satisfactorily, coordinating resolution of any issues prior to submitting invoices for approval and payment. Design tools to document process and maintain accurate records.

• Facilitate program purchases by initiating purchase requisitions. Collaborate with Purchasing department to ensure requests have a valid quote from an approved vendor in accordance with current Business Office guidelines. Coordinate Supervisor/Director approval process and submit all documents for processing.

• Initiate and maintain encumbrances for ongoing purchases. Manage payment process for all invoices paid out against each encumbrance. Develop tools needed to document all encumbrance purchases and maintain up-to-date records. Monitor and analyze encumbrance activity. Anticipate future spending levels and develop projections. Generate change orders as needed to ensure sufficient funds are available to pay invoices in a timely manner. Compare all spending year over year and use this data to develop new encumbrances and plan for each school year.

• Process billing and analyze reports, including but not limited to, semi-annual K5 district billing, Sign Language Interpreters, C-Print Captionists, Braillists, Accessible Media Production, Audiology Services and PEI (Preschool Early Intervention) Memorandum of Understanding’s. Compile information from multiple data sources and reconcile invoices and staff reports with supporting documentation. Analyze data to ensure all services are captured accurately. Produce billing reports for mid-year and end-of-year time frames and compare data from year to year.

• Generate monthly procurement card statements and verify that appropriate documents have been uploaded. Review account codes and splits for accuracy. Submit for approval in accordance with the published monthly deadline.

• Assemble various Grant Management Processes and Submissions, such as the Bucks IU’s annual Federal Quota submission, Office of Vocational Rehabilitation (OVR), Partial Hospitalization, and Bucks County Workforce and Economic Development (BCWED) Grant. Distribute materials to appropriate staff, compile all recent updates and upload them into an online database.

• Organize and process timesheets and ensure that personnel action forms (PAFs) are completed with accurate budget codes.

• Coordinate Sign Language Interpreter Requests and Coverage. Serve as point