Fiscal Manager

Job Description

Job Description

Role: The Fiscal Manager oversees the organization's day-to-day accounting functions, including accounts receivable, accounts payable, Child and Adult Care Food Program (CACFP) fiscal processing, and the Dutchess County Universal Child Care Pilot Program, through which the organization disburses pass-through funds to child care providers on behalf of eligible families. This position is responsible for building and maintaining the internal control environment for a program of significant scale and public accountability, and works closely with the Director of Operations, the organization's external CPA, and external auditors.

Essential duties and responsibilities

Payment oversight and controls

• Review and approve all provider payment batches prepared by Payment Processors prior to release, verifying that each payment corresponds to an authorized enrollment on the partner agency's eligibility roster.
• Maintain strict segregation of duties across payment preparation, approval, and recording; escalate batches to the Director of Operations for approval whenever the Fiscal Manager has prepared the batch or the batch exceeds the established dollar threshold.
• Develop, document, and maintain the fiscal procedures manual for the Universal Child Care program, including payment authorization, documentation, and record retention standards.
• Resolve escalated payment issues, including disputed attendance records, provider rate discrepancies, and overpayment identification and recovery.

Reconciliation and reporting

• Perform monthly reconciliation of the pass-through funds account, including bank reconciliation and reconciliation of total disbursements against the partner agency's authorized enrollment list.
• Prepare accurate and timely fiscal reports, vouchers, and drawdown requests for the funder in accordance with contract requirements and deadlines.
• Enter monthly program and organizational activity into the accounting system (FundEZ) and support the annual audit, including Single Audit requirements if applicable.
• Monitor program cash flow and alert the Director of Operations to projected shortfalls, particularly where funding operates on a reimbursement basis.

Accounting and financial records

• Oversee the organization's day-to-day bookkeeping functions, including accounts receivable and accounts payable, ensuring figures, postings, and documents are checked for correct entry, mathematical accuracy, and proper account coding.
• Classify, record, and summarize numerical and financial data to maintain accurate and timely financial records using Excel and FundEZ, or supervise staff performing these functions.
• Compile statistical, financial, accounting, and auditing reports and tables of cash receipts, expenditures, accounts payable and receivable, and profits and losses, in coordination with the organization's external CPA.
• Ensure compliance with federal, state, and organizational policies, procedures, and regulations across all fiscal activity, including Child and Adult Care Food Program (CACFP) requirements.
• Reconcile or note and report discrepancies found in financial records and ensure their timely resolution.

Supervision and coordination

• Supervise Payment Processors; establish workload standards and quality review practices.
• Serve as the operational point of contact with the partner eligibility agency on roster discrepancies, enrollment changes, and data exchange.
• Coordinate with program staff, providers, and families as needed to resolve payment questions professionally and promptly.
• Perform other duties as assigned by the Director of Operations.

Qualifications

Required

• Bachelor's degree in accounting, finance, business administration, or a related field, or equivalent combination of education and experience.
• Minimum five (5) years of progressively responsible fiscal experience, including grant, contract, or subsidy fund administration.
• Demonstrated experience designing or operating internal controls, including segregation of duties and payment authorization workflows.
• Strong reconciliation skills and high attention to detail; ability to manage recurring deadlines independently.
• Proficiency with fund accounting software and Microsoft Excel.
• Supervisory experience or demonstrated readiness to supervise a small team.

Preferred

• Experience administering child care subsidies, scholarship, or other pass-through payment programs.
• Familiarity with New York State OCFS contracts, CCDF funding, or Uniform Guidance (2 CFR 200) compliance, including Single Audit.
• Experience with FundEZ or comparable nonprofit accounting systems.
• Nonprofit sector experience.

Compensation and benefits

• Starting salary: $65,000/year