Program Accounting Assistant - YWCA El Paso Del Norte Region

Program Accounting Assistant

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Job Summary
Under direct supervision, performs a variety of accounting tasks in the preparation and maintenance of customer accounts and financial records and assists Early Learning Academy (ELA) and School Age divisions by providing support to Child Development Program and School Age Program Directors to ensure the division’s successful recordkeeping and reporting.

Key Responsibilities
Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position.  Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.  Assists in the preparation and monitoring of the annual budget for Early Learning Academy and School Age division and generating financial reports to monitor the performance of each Early Learning Academy at all times. Become familiar with requirements of grants and contracts, as well as operating departments procedures and policies related to grants and contracts. Ensure grant requirements and regulations for reimbursements are met.  Authorize and processes scholarship for participants for all ELAs in the membership system.  Assists Early Learning Academy (ELA) and School Age (SA) programs in the administrative functions, including tasks such as, but not limited to, responding to inquiries regarding programs and services, enrolling children in care and general customer service.  Receives and submits all food orders for Early Learning academies (ELA) to food vendors for delivery timely after review of the food inventory.  Maintains record of food inventory and reconciles to physical inventory.  Prepares and provides timely required documents and quotes for all ELA purchases for ELA administrator approval and according to the agency’s policies and procedures. Processes Fee Assistance Applications for Administrator approval.  Reviews and submits monthly billing to accounting.  Tracks, monitors and reports the usage and balances of funds for all contracts and scholarship funds to Senior Programs Administrator.  Monitors financial customer accounts, associated processes, and performs audit procedures, tests, and reviews on a timely basis and as required. Monitors daily CCS non-swipe report for each ELA and SA department and payments bi-weekly and informs center’s Director and/or Teacher/Clerk of discrepancies, to ensure each parent swipes for children attendance and absences daily.  Reviews the USDA Meal Tracker to make sure each Early Learning Academy’s Director and/or Teacher/Clerk has uploaded meals daily and reports discrepancies to CFO and Administrator.  Records and reviews all observations, findings and recommendation in the Audit Database during the review and communicates results to the Administrator.  Learns all software utilized by the Agency especially CLASS, VSI and Financial Edge and assists in training ELA and SA employees as needed. Generate reports from CLASS, VSI and Financial Edge to examine and evaluate data and inform users to make the necessary corrections to ensure system reliability and data integrity.  Creates and/or types correspondence as requested.

Bachelor’s degree in accounting or related field.

One (1) to two (2) year experience in information systems, accounting, finance or related field.