Fiscal Support Specialist

Position Summary:

This position requires performance of fiscal tasks such as provider attendance records, coordinating/processing provider prior period adjustments (PPAs), (LIA’s) data analysis, fixed asset inventory and provider case management. The Specialist helps safeguard Coalition assets by ensuring that all invoices are duly authorized and that all the goods and services rendered have been received, verified, and documented. The Specialist role requires high integrity and good judgement. This position is not classified as remote. Position of Special Trust.

Essential Duties and Responsibilities:

The essential functions include, but are not limited to the following:

· Use EFS MOD to properly update and maintain SR and VPK data records for each child and provider, to ensure accurate reimbursement to provider.

· Verify attendance data in EFSMOD for accuracy to ensure proper payment to providers; and conduct, track and record prior period adjustments (PPAs) as needed; and conduct provider, orientations, TA , (on-site visits) using ELC designated form.

· Create and submit helpdesk tickets as necessary to DEL (Cherwell) Helpdesk with accurate supporting documentation.

· Provide technical assistance to childcare providers regarding SR, VPK, TAPP, contracted slots, ELCFG registration, payment guidelines and regulations in a timely manner (within 24 hours, preferably less) .

· Coordinate and report utilization of local match funds, if applicable.

· Create, update and maintain required information for each child served by the program by using history notes and intake files.

· Creates and maintains accurate and complete grant files and other fiscal documentation as assigned.

· Ensure Teenage Parent Program (TAPP) reporting as required; monitor and respond as necessary to agency reports (Data Edit/Accuracy Reports), Teenage Parent Program (TAPP) and submit information with Leadership.

· Generate state and federal reports required from statewide reporting system and Tableau, Cherwell Tracking System and EFS MOD.

· Conduct and maintain employment checks as needed to manage accurate data for child/provider enrollment.

· Assist in the completion of Family/Community Needs Assessment and make appropriate referrals to community service agencies.

· Enters data for accounts payable/AP at the discretion of CFO as needed, with minimal data entry errors.

· Provide support to Finance/Compliance Team by filing to assist with vendors regarding invoices and payment status as needed; and ensure additional required forms are included for compliance (i.e., DEL certification/assurances).

· Follow ELCFG provider attendance/reimbursement policies when processing attendance, prior period adjustments (PPA)and reimbursement reconciliation for provider Payouts.

· Assisting with Fraud Recovery System related to provider operations (e.g. over capacity ratios, inconsistent/improper attendance reporting, recoupment of funds, monitoring provider compliance),

· Collaborate and coordinate annual Anti-Fraud Plan updates and revisions, including plan amendments to DEL and ELCFG Administrative Manager/HR.

· Assist CFO in the implementation of RFP’s as instructed, and other purchasing processes and other assigned task.

· Engage in the coordination and/or support of purchasing for intra-departmental need as needed.

· Participate as directed in all ELCFG Quality improvement efforts.

· Assist CFO with document and record retention processes, including public records request as needed.

· Stay informed of all current local, state, and federal rules & regulations relating to child care/early learning.

· Adhere to the ELCFG’s standards of attendance and punctuality by being consistently present at the workstation and using time wisely.

· Use EFS MOD to record attendance as reported by providers on a monthly basis, prepare the provider payments for that attendance according to deadlines in the provider’s contract with the Coalition; maintain Coalition scheduling dates as it relates to provider submission.

· Conduct monthly provider sign-in/sign-out sheet desk reviews of all providers, including any follow-up documentation, technical assistance and coaching that results in using appropriate ELCFG TA form and report findings that result in repeat issues with CFO and CEO.

· Assist and support maintaining inventory with Compliance Controller and other Coalition staff, as required.

· Protect organization’s integrity by keeping information confidential.

· Ensure all information of a confidential nature is held securely; Maintain confidentiality at all times.

· Perform other duties necessary to maintain the success of the organization, as determined by leadership (Po’s solicitation of RFP’s, assist with quotes expenditure validations, and Certified Minority Business compliance record keeping.).

· Other activities or duties as assigned.

Other Duties:

The duties and responsibilities listed above are intended primarily as illustrations of the various types of work that may be performed. The omission of specific statements of duties and/or responsibilities does not exclude them from the job if the work is similar, related or a logical assignment to the job.

Supervisory Responsibilities:

· None

Education & Experience, Certifications, Licenses and Registrations:

· Bachelor’s Degree with two (2) years relevant work experience preferred. Or

· High School diploma or equivalent and four (4) years relevant work experience.

· Knowledge of EFS MOD system, MICROIX, Cherwell and Tableau.

· Knowledge of MIP Accounting Software; Financial Edge or Abila MIP.

· Must successfully pass a Level I or II background screening as required and E-Verify.

Skills:

· Knowledge of the eligibility rules governing CCRR, SR and VPK programs and interpret and apply rule statute and program guidance.

· Knowledge of State and Federal regulations, preferred.

· Prior experience in financial analysis, financial accounting, or auditing either internal or external a plus.

· Ability to establish and maintain effective working relationships with general public, co-workers, and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, gender, or disability.

· Ability to read and interpret technical procedures and government regulations.

· Ability to write reports, business correspondence and procedural manuals.

· Ability to effectively present information and respond to questions of Coalition staff and clients.

· Ability to organize and prioritize various assignments.

· Ability to use Microsoft Office software, e.g., Word and Excel.

· Must exhibit a positive attitude and be example to others in the areas of problem solving, teamwork, interpersonal relationships, support of management decisions and commitment to ELCFG mission.

  Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, crawl, climb, or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distant vision, depth perception, and ability to adjust focus.

Work Environment/Environment Conditions:

Normal office environment. 40-hour work week, Monday-Friday (may vary due to community outreach). Must be able to work varying schedule to accommodate late afternoons, evening or weekend meetings. Out of town travel may be required. Must take a minimum of five (5) consecutive days per year.

ADA Statement:  

The essential duties of this position are defined by ADA as job duties that are so fundamental to the position that the individual cannot do the job without being able to perform them. A function is considered to be essential if the performance of this function is the reason the job exists, there are a limited number of other employees who could perform the function, or if the function is specialized and the incumbent is hired on the basis of his or her skill/ability to perform the function.

Bilingual candidates encouraged to apply.

Equal Opportunity Employer/ Veterans / Disability

E-Verify Employer