Coord, Fiscal Procurement

Save the Children; Wil-Mar Park (NC); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Paid time off

Health benefits

Retirement plan

Wellness program

Learning & Growth opportunities

Employee Assistance Program

Job summary

Save the Children is seeking a Coordinator, Fiscal Operations to oversee budgeting, purchasing, and financial reporting for Head Start, Impact & Evidence. You will ensure compliance with Head Start standards and agency policies while leading fiscal administration for the program.

The role requires strong Excel skills, attention to detail, and the ability to collaborate with program staff and donors. Travel and background checks may be involved as part of the process.

Qualifications

• High School diploma with at least two years of relevant experience.
• Proven experience in purchasing, accounts payable and payroll functions.
• Proficiency in MS Office, especially Excel.
• Strong oral and written English communication skills.
• Knowledge of administration, budgeting, and purchasing systems.
• Ability to communicate and collaborate across levels and teams.
• Capability to manage multiple tasks with competing deadlines.
• Ability to exercise professional judgement and follow directions.
• Understanding of Head Start/Early Head Start programs.

Responsibilities

• Provide input into the annual budget and budget narratives.
• Support timesheet allocations and payroll coding.
• Prepare budget presentations and modify budgets as needed.
• Monitor monthly variances and report significant ones.
• Manage local nonfederal share documentation and reporting.
• Coordinate purchasing, invoicing, and vendor communications.
• Reconcile credit cards and produce monthly financial reports.
• Oversee procurement processes and bid-related activities.
• Maintain confidentiality of sensitive information.
• Assist with policy council documents and program reporting.

Skills

MS Office (Excel)

English proficiency

Communication & collaboration

multitasking & prioritization

Education

High School diploma

Tools

Agresso

Job description

Position Title: Coordinator, Fiscal Operations

Position Structure: Full-Time Regular

Supervisor Title: Program Director

Division: Head Start, Impact & Evidence

Child Safety: Frequent Contact

Save the Children

For over 100 years, Save the Children has been fighting for the rights of children. The right to a healthy start in life. To have access to education. To be in a safe environment, protected from harm. We work in some of the world's hardest-to-reach places - over 100 countries, including the U.S. No matter what your role is, when you join Save the Children, you're creating positive, irreversible change for children, and the future we all share.

The Role

The Coordinator of Fiscal Operations is responsible for ensuring that all Head Start standards, regulations, Save the Children-Head Start Polices, and Procedures are implemented consistently and in full compliance of all applicable standards. You will be responsible for assuring implementation of the policies of the fiscal areas of the program to include planning, organizing, developing, coordinating, record keeping, reporting and monitoring, and will provide leadership and guidance in areas of fiscal procedures and accountability of financial resources.

As a front-line representative of Save the Children, the Coordinator is required to ensure the safety and security of children and families that he/she comes in contact with adhering to the agency's values of Accountability, Ambition, Collaboration, Creativity and Integrity.

What You'll Be Doing (Essential Duties)

*not inclusive of all role responsibilities. May be subject to change

• Provide input into the annual budget
• Provide fiscal support to Human Resource by ensuring that timesheet allocations are up to date, and staff are using the correct coding and allocations on timesheets.
• Update and share budget coding and allocations as needed to staff
• Prepare and conduct budget presentations.
• Consult with management staff on budget and budget narrative preparation, including modifications.
• Compare actual to budgeted results of each month's close and report on significant variances.
• Lead the review of all local nonfederal share documentation and gather all of the nonfederal share documentation monthly to be reported to National Finance team
• Work with staff and donors to correct in kind documentation as needed
• Attend meetings/trainings as needed or directed by the Program Director.
• Prepare and present documents for Policy Council Meetings
• Be the point of contact for staff with questions about submitting an advance or expense reimbursement through the Agresso accounting software
• Code and submit invoices to Accounts Payable
• Reconcile the Program's monthly credit card
• Prepare regularly recurring reports for the Program Director and ad hoc reports as requested
• Review and analyze monthly financial reports.
• Oversee implementation of purchasing system including ordering, receiving and payment of invoices.
• Monitor and track all expenditures on an ongoing basis
• Be the point of contact with local vendors. Work with service, supply and equipment vendors for bids, quotes, and invoices
• Review Davis Bacon paperwork from vendors and work with vendors for corrections as needed
• Stay abreast of financials and administrative policies and procedures to include inventory control, nonfederal share, risk management and procurement oversight.
• Work with the Program Director in implementing cost-effective strategies for recruitment, training employments and retaining staff.
• Work with program staff to draft detailed specifications for goods and services
• Obtaining quotes for goods and services as required by bidding thresholds
• Follow up that contractor work is completed within the specified grant time period

Required Qualifications

• High School diploma plus at least two years of relevant experience
• Proven successful experience in purchasing, accounts payable and payroll functions.
• Professional proficiency in MS Office suite, particularly Excel
• Professional proficiency in spoken and written English
• Demonstrated general knowledge of administration, budgeting, purchasing systems management
• Demonstrated ability to communicate and collaborate successfully with individuals and teams at all levels, both internally and externally.
• Demonstrated ability to manage multiple tasks, often with conflicting deadlines and priorities.
• Proven ability to exercise professional judgement and situational evaluations.
• Demonstrated ability to follow established and communicated directions and take initiative
• Demonstrated knowledge of the purpose of the Head Start/Early Head Start program.
• Proven ability to relate sensitively to children.
• Proven ability to keep all required information strictly confidential.
• Must participate in professional development training including basic first aid and pediatric CPR certification as required by state licensing and HSPPS.

Preferred Qualifications

• Bilingual preferred (English/Spanish or English and other languages used by children and families).
• If in North Carolina, holding a Birth-Kindergarten (B-K) Licensure preferred.

Additional Qualifications

• Physical Requirements related to essential functions: Ability to perform medium to heavy physical work exerting up to 50 pounds of force occasionally, up to 20 pounds frequently and up to 5-10 pounds constantly, performing such activities as sitting, crawling, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting and grasping. This also includes some duties that require repetitive action and motion skills, keyboarding, and computer use.
• Clear pre-employment background check requirements, including local, state, and national criminal records check, sex offender registries, employment, and education verifications (including child abuse registry check if required by state regulations) and pass all state and local health requirements required post job offer and prior to employment.
• This position may require the incumbent to operate a motor vehicle to fulfill certain essential functions of the job. The incumbent should maintain a valid driver's license and remain in compliance with any Save the Children policies pertaining to the safe operation of motor vehicles.
• Current and former Head Start/Early Head Start parents will receive preference for employment vacancies for which they are qualified.

About Us

We are looking to build an inclusive team at Save the Children. We offer a range of outstanding benefits to support this goal:

• Paid time off: 10 days winter break and 5 days spring break, 11 holidays plus 2 floating holidays per year.
• Health: Competitive health care, dental and vision coverage for you and your family. Employer paid short term disability and long-term disability benefits.
• Health Savings Accounts (HSA): Option to select HSA if enrolled into a High-Deductible Health Plan in which the company matches a portion of the contribution.
• Flexible Spending Accounts (FSA): Option to enroll in health care and dependent care options.
• Life: Agency paid life and accidental death and dismemberment benefits (AD&D).
• Family: Parental/adoption, fertility benefits
• Employee Rewards Program: Annual merit increases and/or additional incentives for eligible employees
• Retirement: Retirement savings plan with employer contributions (after one year)
• Wellness: Health benefits and support through Calm and company-hosted events
• Employee Assistance Program: Free and confidential assessments, short-term counseling, referrals, and follow-up services
• Learning & Growth: Access to internal and external learning & development opportunities and mentorships. Certification and tuition assistance.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse.

Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all.

If you require disability assistance with the application or recruitment process, please submit a request to [e-mail].

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.