Accounts and Operations Technician

Every TAP employee shares in the TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.

DEFINITION AND PURPOSE:

The Account and Operations Technician supports financial and operational functions by managing records, processing transactions, and assisting with departmental systems and processes. This role collaborates closely with the Financial Manager to ensure accuracy, efficiency, and compliance with organizational procedures and OHS financial requirements.

ORGANIZATIONAL RELATIONSHIPS

Supervised by: Director and Indirectly by Financial Manager

Supervises: No One

Coordinates With: All Head Start and Early Head Start Staff

RESPONSIBILITIES:

Administrative Support

• Prepare and file memos, letters, reports, plans, and correspondence as requested by the Director and/or Financial Manager.

Financial and Budget Management

• Review and process requests for consumable supplies in coordination with the Director and Supervisors.
• Prepare requisitions, purchase orders, and payment vouchers; maintain accurate records of expenditures and transactions.
• Reconcile invoices to purchase orders and manage back-ordered items as needed.
• Allocate expenses to appropriate program accounts and submit for processing, ensuring compliance with OHS funding and expenditure guidelines.
• Manage classroom and staff supply inventories, ensuring adequate quantities are maintained and orders are fulfilled monthly.
• Assign inventory numbers to non-expendable equipment and ensure proper record-keeping and control in alignment with federal property management standards.
• Audit and process field trip expenditure requests and submit them to the Finance Department.
• Process and reconcile credit card and gas credit card receipts, matching them with monthly statements and submitting reconciled records to the Finance Department.

Grant Compliance and Monitoring

• Track and manage grant-related expenditures to ensure alignment with Head Start Performance Standards and OHS financial regulations.
• Assist in preparing documentation and reports for financial audits and reviews by the Office of Head Start or other federal agencies.
• Maintain organized records of federal funding allocations, including documentation of allowable costs, cost allocation plans, and program income.
• Support financial data collection for the annual Program Information Report (PIR) submission.

Vehicle and Transportation Management

• Request and review drivers' records from staff and ensure records are submitted to appropriate TAP personnel prior to vehicle assignment.
• Coordinate with TAP to make sure vehicle insurance and car registration is up to date.
• Manage routine maintenance and service schedules for Head Start/Early Head Start (HS/EHS) vehicles, ensuring all vehicles remain in safe, working condition.
• Coordinate and Schedule regular cleaning of vehicles
• Issue vehicles to staff daily, maintaining accurate records of vehicle assignments and usage.

Mileage and Maintenance Management

• Receive and tabulate employee mileage sheets and submit them to the Finance Department weekly.
• Manage maintenance-related work order requests for all Head Start and Early Head Start Child Development Centers in collaboration with Maintenance.

Training and Compliance

• Attending workshops, meetings, and conferences related to Head Start financial management to stay updated on best practices and compliance standards.
• Provide financial systems training to staff as needed to ensure alignment with OHS standards.
• Participate in federal and state-level training opportunities on grant management and cost principles to enhance program accountability.

Best Practices for Financial Relations with OHS

• Maintain transparency in all financial transactions and documentation to support fiscal accountability.
• Regularly review and update internal controls to safeguard program funds and resources, in compliance with OHS fiscal regulations.
• Conduct monthly financial reviews and reconciliations to ensure accurate tracking of expenditures against budgets.
• Develop and maintain a system for tracking in-kind contributions and non-federal share requirements, ensuring documentation is accurate and up to date.
• Monitor contracts and vendor agreements to confirm compliance with procurement standards outlined in the Uniform Guidance (2 CFR Part 200).
• Collaborate with the Financial Manager to prepare for OHS monitoring visits, ensuring all required financial documentation is accessible and accurate.
• Support the implementation of corrective action plans for any financial findings resulting from audits or reviews.

General Support

• Perform inventory checks for consumable supplies and assist in fulfilling monthly orders.
• Provide support for other departmental tasks and special projects as assigned by the Financial Manager.

Qualifications

• Strong organizational skills with attention to detail.
• Proficiency in financial processes, record-keeping, and inventory management.
• Familiarity with OHS financial regulations, Head Start Performance Standards, and Uniform Guidance (2 CFR Part 200).
• Experience managing vehicle assignments, transportation requests, and vehicle maintenance schedules.
• Ability to communicate effectively and maintain confidentiality.
• Experience with administrative and operational support, preferably in a Head Start or similar educational environment.
• Proficiency in financial management systems and tools (e.g., requisitions, purchase orders, and expense tracking).

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Advanced computer skills, including proficiency in spreadsheet software, data management systems (e.g., ChildPlus), and financial software.
• Strong understanding of English language usage, including grammar, spelling, punctuation, and proofreading, ensuring accuracy in correspondence and documentation.
• Skilled in operating standard office equipment and managing digital and physical filing systems.
• Knowledge of accounts payable, accounts receivable, and financial reconciliation processes.
• Ability to track, manage, and reconcile records, such as requisitions, purchase orders, invoices, and credit card statements, in alignment with financial compliance standards.
• Capable of preparing financial and operational reports, including budgeting, inventory management, and expenditure tracking.
• Strong organizational and time-management skills, with the ability to maintain accurate and current records for consumable supplies, non-expendable equipment, and vehicle maintenance.
• Exceptional verbal and written communication skills, with the ability to articulate ideas effectively, draft professional correspondence, and provide training to staff on financial and operational systems.
• Familiarity with Head Start/Early Head Start financial and operational guidelines, including grant compliance, inventory control, and in-kind contributions tracking.

TRAINING, EDUCATION AND EXPERIENCE:

• Must have an associate’s degree in finance field, bachelor’s preferred
• Two year’s office experience required
• At TAP, we focus on the Whole Family Approach. Whole Family is a family led strategy to achieve set goals. As an employee you may be required to attend Whole Family training and subject to data entry into the agency’s software as part of the Whole Family approach and serving clients

SPECIAL REQUIREMENTS

· Must have a valid driver’s license and reliable transportation.

· Must pass company insurance requirements to drive vehicles to business for and from maintenance.

· Must pass drug screening. Some positions require positive complete background screening including criminal, sex offender and child protective services.

· – climbing, ascending and descending ladders, stairs, scaffolding, ramps, poles and the like; balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, use of fingers for – picking, pinching and typing; grasping, feeling, talking, hearing, repetitive motion of the wrists, hands, and/or fingers.

· – medium work; exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move

· acuity requirements – close visual acuity to perform an activity such as preparing data and figures, transcribing; viewing a computer terminal; extensive reading.

· – worker is not substantially exposed to adverse environmental conditions.

TAP participates in the Virginia DMV Driver Alert Program. Employees who operate a TAP vehicle or their personal vehicle to conduct TAP business may be subject to driver record monitoring through the Virginia DMV Driver Alert Program.

This description provides information regarding the core functions of the designated position, and general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

Every TAP employee shares in the TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.

We only hire individuals legally eligible for employment in the United States.

Equal Opportunity Employer/Drug Free Workplace

Bilingual ability is a plus

Job Type: Full-time

Pay: $17.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $17 - $21