Finance Specialist - Early Childhood Programs

Finance Specialist - Early Childhood Programs

Come work for the Bucks IU! A great opportunity to be part of a collaborative work environment with excellent employee benefit plan options, PSERS pension plan and a flexible, school calendar work schedule. This position is designated as Support; Level 13 with a salary range starting at $50,100. Salary placement can increase based upon education and relevant work experience. 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 of contact for teachers, interpreters, and other Bucks IU and district staff. Manage incoming interpreter requests for students receiving IU services, as well as for school district parents and staff. Assist with planning and coordinate coverage for IU interpreter absences and other program needs, and work with Supervisor of Related Services and outside agencies to fulfill all requests. Physical Demands : This position requires regular onsite presence and includes primarily sedentary work with occasional active physical duties in an office or educational support environment. Employees are regularly required to sit, communicate effectively, use hands for computer, telephone, and office equipment operation, and perform repetitive hand and wrist movements associated with typing, filing, and data entry. Frequent activities may include walking, standing, reaching, bending, and moving throughout office, school, or program locations. Employees may occasionally lift, carry, or move office materials, files, supplies, or equipment weighing up to 25 pounds. The position may also require maintaining and organizing records, operating standard office technology, and supporting daily operational or program needs. This role requires the ability to communicate and interact effectively with staff, students, families, vendors, and community members in a professional and supportive manner. Employees may work in environments with moderate noise levels and frequent interruptions while managing multiple responsibilities and deadlines. Specific vision abilities required for this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Employees must also be able to hear and interpret verbal communication, phone conversations, alarms, and other environmental sounds related to workplace safety and operations. Regular attendance, dependable onsite presence, and the ability to perform the essential functions of the position are required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role. Position Type/Expected Hours of Work: This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work may vary based on position and division but generally are from 8:30 a.m. to 4:30 p.m. Occasional evening and/or weekend work may be required as job duties demand. Travel: No regular travel is required for this position. Occasional travel to meetings, trainings, conferences, Bucks IU locations, or other work-related activities may be necessary based on organizational needs.

Qualifications

Education and Experience : Meet the designation of this position by showing evidence of the following: High school diploma or GED required. Associate's degree beneficial. Knowledge, Skills, and Abilities: Minimum three (3) years' administrative experience. Advanced computer competency in various databases, Microsoft Office, Microsoft SharePoint, and the ability to learn other software as needed. Ability to create, manage and edit spreadsheets and various reports. Ability to work independently and within a team to accomplish goals and to problem solve. Excellent organizational, interpersonal and time management skills. Excellent oral and written communication skills. Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required. EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state, or local laws.

Primary Location

: US-PA-DOYLESTOWN

Work Locations

: Bucks IU Administrative Office 705 Shady Retreat Rd DOYLESTOWN 18901

Job

: Support Staff- 260

Organization

: Bucks IU Business Unit

Schedule

: Full-time

Employee Status

: Regular