Early Head Start Contracts and Accounting Coordinator

Job Statement
Manage, organize and monitor the EHS/CCP contracts management function for Durham’s Partnership for Children (Partnership) using guidelines established by Head Start performance standards, The North Carolina Partnership for Children (NCPC), Division of Child Development & Early Education (DCDEE), Division of Health and Human Services, and any other regulatory agencies with contracts with the Partnership.

Duties include, but are not limited to, the following. Other duties may be assigned.

Contracts Management
1. Develop and monitor all EHS/ CCP contracts.
2. Monitor all program spending and revenue, including vouchers and parent fees.
3. Oversee all EHS program purchase and bidding in concert with Head Start requirements and standards and DPfC policies.
4. Participate in the preparation and conduct of the EHS/CCP grant portions of the SFS annual audit and other reviews, as needed.
5. Support Finance Director with ad hoc financial analyses and reports.
6. Review budgets monthly and conduct forecasts. Monitor spending and provide meaningful analysis of variances including recommended action plans.
7. Prepare monthly financial package.
8. Prepare Early Head Start (EHS) and Professional Services contracts and contract packages for each agency or individual following all Head Start requirements and standards and DPfC policies.
as well as federal, state and local guidelines.
9. Review executed EHS/CCP contracts and budgets for accuracy.
10. Process monthly Financial Statement Reports (FSR).
11. Process budget changes, amendments and revisions for EHS sites.
12. Assist EHS sites to provide accurate budget and activity information when necessary.
13. Process and track monthly payments to EHS/CCP sites,
14. Assist in assignment of general ledger account numbers to EHS/CCP budget expenditures.
15. Work with Finance Director to determine funds to be reverted throughout the year using Partnership policy on budget monitoring and reversion of anticipated unused funds.
16. Manage the EHS cash and in-kind contributions process.
17. Maintain all EHS fiscal records, files and fiscal information.
18. Prepare competitive bidding documents and oversee competitive bidding process following all Head Start, Partnership, federal, state and local guidelines.
19. Conducts fiscal monitoring visits.
20. Respond to questions from programs concerning budgeting and contracts.
21. Update EHS Contracting procedures manual regularly to reflect detailed instructions for each task performed.
22. Assist in the preparation of the year-end close process.
23. Plan and provide training for EHS/CCP sites in contracts, budgeting and preparation of reports as needed.
24. Participate in activities of the Partnership that include, but are not limited to, Board meetings, Finance Committee meetings, Allocations meetings, contract reviews, events sponsored by the agency, trainings sponsored by Head Start or other trainings deemed important to the function of the job.
25. Represent the Partnership to the community in a positive and appropriate manner.
26. Any other projects, tasks or assignments considered necessary for the well-being of the agency.

Accounting Management
1. Update EHS/CCP portion of the Accounting procedures manual regularly to reflect detailed instructions for each task performed.
2. Perform coding of EHS/CCP invoices.
3. Prepare EHS/CCP journal entries.
4. Prepare EHS/CCP bank reconciliations.
5. Communicate regularly with OHS Region IV and External Auditors to ensure compliance.
6. Other operational/administrative tasks as needed.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific requirements:
1. Education and/or Experience: A 4-year degree in accounting or related field from a college or university and five (5) years related experience; and/or training, non-profit experience preferred, or equivalent combination of education and experience.
2. Contract management skills. Knowledge of bookkeeping and auditing functions.
3. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
4. Ability to set priorities, meet deadlines, follow-up and plan the workflow.
5. Knowledge of and experience with federal, state and local government budget, finance and/or accounting procedures, including North Carolina state practices.
6. Detail-oriented with excellent organizational skills.
7. Effective communication skills with diverse populations.
8. Computer skills that include excellent spreadsheet and database and word processing skills. Ability to use or learn to use Email and Internet/intranet applications.
9. Ability to read, analyze, and interpret financial reports, professional journals, government regulations and legal documents. Ability to write reports and correspondence. Ability to answer questions posed by top management officials, public or community groups, and/or Boards of directors.

Certifications, Licenses: Valid driver’s license preferred

Safety, Security and Confidentiality: This position requires keeping complete confidentiality of Partnership and service provider financial records and information, all children’s information, and protecting the confidentiality of all service provider and child care facility files and records.

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 regularly required to sit, talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

An individual in this position will be exposed to conditions typical of an office environment.

Organization Name: 
Durham’s Partnership for Children
Career Level: 
Salary range: 
Job Type: 
Full Time
Triangle Area NC
Durham County
Organization Type: 
How to Apply: 

Please email your resume and cover letters to mail@dpfc.net, with the following subject line, "Early Head Start Contracts and Accounting Coordinator"