Fiscal Officer

CAPE, Inc. has an outstanding opportunity for a Fiscal Officer.  The Fiscal Officer plays an integral role in leading our Head Start program to success.      

 Reports to Interim Executive Director

• Position Salaried, Exempt, Full-Time (40hrs/week)
• Supervise Fiscal and Payroll Assistant/Support Staff
• Eligible for benefits including medical, dental, vision and retirement plans; paid Holidays, sick and vacation days

Agency Overview:

CAPE, Inc. headquarters is in Livermore, and provides early childhood education services (Head Start and Early Head Start preschool programs) in Livermore, Dublin, Pleasanton, and Hayward areas.

CAPE offers a cohesive environment for enthusiastic people who want to make a significant contribution to early childhood education, social/emotional development, and early childhood mental health.

Position Overview: 

Under the general direction of the Executive Director and working closely with the Board of Directors, the Fiscal Officer oversees the business services functions, including budgeting, financial reporting, cost allocations, accounts payable, contract development and review, and payroll.  Ensures effective internal controls and provides all fiscal, budgetary, and regulatory information to management, independent auditors, and fiscal monitors from multiple agencies.  Prepares, reports, and presents accurate and timely financial information to the Executive Directors, Board of Directors, and Policy Committee.  Maintains financial records for the Agency’s accounts and funding streams.  Serves as financial advisor and provides thoughtful leadership and operation support to Program leadership.

Essential Functions but not Limited to:

1. Oversees and directs accounting process while maintaining internal control, internal and external reporting, budgeting, and financial compliance activities of the organization, in conjunction with supervising Fiscal personnel.
2. Works with the Executive Director, and Department Managers/Directors for budget preparation and implementation during the program and administrative cycles throughout the fiscal year.
3. Serves as financial liaison with all funding sources and independent auditors to ensure compliance with funding sources rules and regulations.
4. Analyzes status of accounts and cash flow to determine if the release of encumbrances can be authorized. Funds payroll, reviews and authorizes requests for transfer of funds, and verifies dispersed funds.
5. Performs all activities necessary to process payroll, including funding for bi-monthly payroll, filing tax reports and voluntary deduction reports, processing involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting, and updating procedures.
6. Processes fiscal year-end reports and reconciles annual W-2 information for accuracy, along with 1099s.
7. Directs the annual budgeting process by working closely with Human Resources Director, and management in analysis of payroll costs (e.g., benefits, personnel) by department /center, along with examination and analysis of expenditures and the availability of funds.
8. Develops monthly and quarterly reports by program and funding streams and reports to Finance Sub-Committees of the Policy Council and Board of Directors and assists them in reviewing revenues and expenditures.
9. Develops allocation methodology for programs and funding sources.
10. Develops and makes recommendations regarding budgets and expenditure plans, priorities, and alternatives, for the Agency as a whole and as related to each Grant/Site/Department.
11. Performs analysis in risk assessment on project funding, allocations, and ability to meet goals/outcomes given financial health throughout project life cycle.
12. Provides advice and explains fiscal, budgetary, and technical requirements and alternatives to management and governing bodies regarding: the management of the funds, the scheduling of expenditures, the monitoring of program budgets, staffing allocations, fiscal policies and procedures, and all Head Start/Federal/State/County regulations: Financial Records and Claim Preparation and submission.
13. Analyze laws, regulations, legal opinions and decisions, procedures, and rulings, recommended changes in operating procedures or similar kinds of related events for their impact on the Head Start program effectiveness and costs, and to remain abreast of future or current matters affecting the Head Start Program.

MINIMUM EMPLOYMENT QUALIFICATIONS/COMPETENCIES

Education and Experience:

Any combination equivalent to:

Minimum Bachelor’s degree in Accounting, Finance, Business Management, or a related field, and

1. Five or more successful years of progressive accounting/supervisory experience as a senior level accounting professional.
2. Non-profit accounting experience with grant funding of $10 million annually preferred.
3. Knowledge of fund accounting software and computer applications, including but not limited to Excel, Word, Outlook, and PowerPoint.
4. Extensive knowledge of federal, state, and non-governmental grant funding processes.
5. Demonstrated ability to work well with others and in an integrated team environment; and
6. Must have valid CA driver’s license and use of an insured vehicle for interagency travel.

KNOWLEDGE AND ABILITIES

Knowledge of:

1. Planning, organization, and direction of a Business Services/Fiscal/Accounting Department.
2. Operational characteristics, services, and activities of a comprehensive fiscal program.
3. Principles, techniques, and methods of fund accounting, budgeting, and auditing.
4. Financial requirements and compliance with all guidelines and regulations established by GAAP, applicable OMB Circulars, the Office of Head Start, and the State of California Community Care Licensing, as well as AKA Head Start’s Financial Policies and Procedures.
5. Program expenditure analysis and revenue forecasting principles and practices.
6. Financial and statistical analysis techniques and principles.
7. Computer information systems, operations and capabilities, and their applications to accounting.
8. Budget development, cost principles, and fiscal management.
9. Record retention requirements.
10. Principles and practices of administration, supervision, and training; and
11. People skills and use of tact, patience, and courtesy.

Ability to:

1. Plan, organize, and administer the activities and operations of the Business Services Department and coordinate fiscal activities with other Agency departments.
2. Liaise and coordinate fiscal activities with funding sources, school districts, and other outside agencies.
3. Establish and maintain effective working relationships with other Departments/Center staff, other agencies, and organizations.
4. Maintain the fiscal integrity and solvency of the Agency.
5. Assure programs are operating within the appropriate fiscal parameters and remain in compliance with the appropriate federal, state, and Head Start regulations.
6. Prepare and monitor the budget and subsequent modifications, if applicable.
7. Apply, interpret, and implement accounting principles and practices to a variety of complex fiscal reports, financial statements, and schedules.
8. Use a computer-based accounting system and generate financial statements and reports.
9. Develop and implement fiscal policies and procedures, and department SOPs.
10. Conduct and participate in meetings.
11. Supervise and develop employees: plan, direct, coach, counsel, mentor, train, discipline, and evaluate performance.
12. Manage project deadlines of self and others, including the ability to delegate (effective time management skills).
13. Provide strong leadership and mentoring skills.
14. Prepare clear and concise oral and written reports in English; and
15. Communicate with all levels of staff and management.

PHYSICAL REQUIREMENTS:

1. Good manual dexterity.
2. Ability to sit for extended periods.
3. Excellent vision.
4. Ability to bend, stoop, and lift to twenty-five pounds.
5. Excellent speaking and hearing ability; and
6. Ability to input data using a computer terminal keyboard.