ECE Business Office Coordinator

General   Description:

The primary function of this position is to assist in managing   the day-to-day business operations of People Serving People’s early childhood   sites in partnership with the Director of Early Childhood Education.  This role helps us fulfill a wide range of business   functions to ensure we achieve our mission of supporting families who are   experiencing housing instability by providing shelter, early childhood   education, housing stabilization, and systems change. This position is a good   fit for an early childhood administrative professional eager for a diverse and   varied scope of work and capable of balancing attention to detail and   accountability with exceptional customer service and a strong collaborative   mindset. This is a new role, offering an opportunity to collaboratively   create a business framework that will help us accomplish our mission. The ECE   Business Manager supports all People Serving People early childhood locations   and is essential to helping us achieve our vision that every family has what   they need.

Essential Functions of the Job:

· Day-to-day education   program financial processes including (but not limited to) managing and supporting   accounts receivable (tuition, service contracts, collection efforts),   accounts payable (invoice processing, Bill.com), maintaining site specific   budget spreadsheets, and maintenance of vendor relationships.

· Support various   departments (Education, Development, Finance) in gathering data for needed   reports

· Support the   Compliance Manager in gathering needed information for contracts (Hennepin   County, MEC2, and Child and Adult Food Program)

· Partners with Finance department for   any/all financial obligations as needed.

· Partners with   ECE site leadership with finance-related needs, including training   individuals on finance related information, processes and systems (CCAP,   MEC2, ECE Scholarships).

· Maintain   knowledge pertaining to laws, licensing and requirements for financial   systems (CCAP, MEC2, CACFP), DCYF licensing and grants the program   participates in. 

· Develops,   implements shares, and continuously improves a system for tracking inventory   and ordering processes.

· Partner with   Nutrition Services and ECE Nutritional aide to administer the CACFP program   and contract. Monitor that staff are trained in and implementing the CACFP   requirements

· Assist ECE Leadership and Director in   evaluating and managing finances, including supporting budget preparation and   tracking. 

· Track grant awards, assist in the   planning for application and track grant activities. Assist in gathering and   preparing grant information for any reports needed.

· Maintain   relationships with children, families and staff daily to ensure smooth   operations

· Maintain   confidentiality in all relationships

· Support and uphold   the policies of People Serving People, and the ECE sites to families, staff   and the public

· Conduct self in   manner to promote a positive organizational culture and effective staff   relations

· Attend   organizational events

· Handle any needed   communication with staff, families, site leadership and other PSP departments   including questions and concerns

· Performs other duties as assigned 

  Computer Skills:   

· Advanced experience using Microsoft software including Outlook, Word, Excel, and the Microsoft365 suite of applications including Microsoft Teams and SharePoint.

Other Qualifications:  

· Strong relationship-building and interpersonal communication (written and verbal) skills. Approachable and comfortable with staff with varying levels of comfort and ability with subject matter, and able to communicate complex information in plain language.

· Excellent judgment and creative problem-solving skills including a variety of situations (task and people oriented).

· Experience providing training (deskside and group) and developing training materials.

· Experience working in culturally diverse settings and high capacity for cultural humility.

· Experience developing and executing inventory, ordering, and reporting systems

· Able to complete Adult & Pediatric First Aid/CPR/AED train-the-trainer training within three months and maintain it thereafter. 

· Experience in early childhood systems such as CCAP, MEC2, Early Learning Scholarships, CACFP 

· Must be able to work after normal scheduled hours. When necessary, be flexible in working hours

· Willing to center the needs of the families, sites, program and leadership when making operational decisions.

· Knowledgeable of the impact of trauma and willing to center trauma-responsive principles in decision-making.

· Familiar with the historical and present-day consequences of systemic racism and willing to apply a racial equity lens in planning and decision-making.

· Enthusiasm for systems change as well as justice, equity, diversity, inclusion, accessibility, and belonging, and desire to center these goals in work.

Experience with early childhood financial systems.