Head Start Finance Analyst

Position: HEAD START FINANCE ANALYST
HEAD START FINANCE ANALYST

JOB TITLE:
HEAD START FINANCE ANALYST
OFFICE:
Finance and Accounting
GENERAL DESCRIPTION
:
Coordinates and manages fiscal functions for assigned areas. Manages monitors and maintains the budget process. Performs financial analysis, and ensures compliance with fiscal requirements for the Head Start programs.
ESSENTIAL JOB FUNCTIONS
:

Monitors the Head Start programs' budgets on a daily basis and projects trends. Analyzes variance reports, forecast spreadsheets, and non-federal share forecasts monthly. Meets and communicates with program staff frequently to ensure budget line items are not overspent or significantly under spent.

Works with Program Director to facilitate monthly reviews of financial statements. Attends monthly Policy Council meetings to present financial statements, budget amendments, federal reports, annual budgets, and other financial information as needed for Policy Council review and approval.

Analyzes general ledger accounts to determine variances and to ensure accounts are charged properly. Forwards adjustments/corrections to Accounting and Finance Supervisor for approval. Prepares and inputs changes as needed. Works with program management and Accounts Payable to ensure proper accounting for encumbered items.

Works with Human Resources and Payroll to update salary allocations for new hires, promotions and lateral transfers. Updates and maintains salary spreadsheet daily. Reconciles salary sheet with Payroll records quarterly and audits Head Start program allocations biannually.

Updates and maintains all tracking/budget sheets (including rent spreadsheet) and estimates for variable budget line items needed in the preparation of the annual refunding applications, COLA applications, and any supplemental applications or requests.

Works with Program Director and Accounting and Finance Supervisor in the preparation of the annual refunding applications, COLA applications and any supplemental applications and requests using the Head Start Enterprise System (HSES). Responsible for annual budget preparation, budget narrative, and completing and submitting all required budget forms and data. Special requests may include budget revisions, carryover applications, conversions, waivers, and other requests as needed.

Reviews Notice of Awards thoroughly for requirements and applicable regulations. Generates the re-budget file annually for each program.

Prepares and submits all federal reports timely and accurately for assigned programs. This includes but is not limited to SF-425 Federal Financial Reports, SF-428 Tangible Personal Property Reports, and SF-429 Real Property Reports.

Prepares budgets, budget narratives and financial reports for contract/grant proposals. Responsible for reports for contract deliverables.

Prepares payment and accrual files monthly for all subcontracted providers. Maintains tracking sheet with updated information on all providers' payments.

Performs indirect and admin calculations for programs monthly and ensures costs are within required limits based on approved rates.

Conducts ad-hoc analysis on proposed costs and initiatives and assists in all Head Start Program special last-minute projects (ex. spending projects) during the year as needed.

Reviews and approves all vendor and provider contracts for programs before final execution. Participates in contract renewal meetings as needed and works closely with the procurement department to ensure providers' contracts are executed timely and accurately. Calculates provider COLA rate increases annually.

Cross-trains on other Head Start program tasks including purchase order coding, financial statement preparation, PAS form processing, in-kind processing, draw downs of federal funds, inventory, etc.

Assists in the preparation of the Cost Allocation Plan for assigned program(s) as instructed.

Develops inputs and monitors assigned program(s) budget for incorporating into Agency's operating budget. Revises Agency budget as instructed and prepares budget revisions as needed. Assists with preparation of year-end budget to actual variance reports.

Assist in gathering and preparation of required documentation for audits and for HS Motoring Protocol site visits.

Participates in the Agency's annual Self-Assessment and Continuous Quality Improvement Program.

{Above are essential functions of the job. 4C promotes an equal employment opportunity work place, which includes reasonable accommodation of otherwise qualified disabled applicants and employees. Please see your supervisor should you have any questions about this policy or these job duties.} [This job description may not be all-inclusive and employees are expected to perform all other duties as assigned and directed by management.

Job descriptions and duties may be modified when deemed appropriate by management.]
MINIMUM QUALIFICATIONS
: KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to perform intermediate mathematical calculations accurately.
• Ability to work under pressure in preparing…