Program Assistant I - Program Accounts

About the Role

WACOG is the Head Start Grantee for Mohave, La Paz, and Yuma Counties. Our programs focus on school readiness for all children and families. As a leader in quality early childhood programs in the area, WACOG is a champion of developmentally appropriate practices.

Summary Statement

Under close supervision, track, process, and maintain accurate financial data pertaining to the Program’s compliance requirements.

Responsibilities

• Work closely with the WACOG Finance Department to support Head Start operations and requirements, ensuring accurate cost allocation and financial documentation.
• Track and document in-kind contributions. Manage reports and ensure in-kind is submitted by each center in a timely manner.
• Manage multiple P-card accounts, ensuring cards are secured, purchases are approved, and documentation is accurately captured and reported; Reconcile accounts monthly.
• Process requisitions and purchase orders in Microix system using accepted general ledger account codes. Verify quotes, obtain approvals, verify invoices with receivables, submit purchase orders for processing and payment.
• Enter account information and complete claims for DES and other sources as appropriate, maintain records, and prepare monthly reports.
• Support ongoing procurement processes per Uniform Guidance for Federal Awards, Head Start Program Performance Standards, and agency policies and procedures.
• Manage petty cash account for Yuma office and reconcile monthly.
• Perform timely and accurate data entry into relevant systems and spreadsheets; Ensure files are complete, current, and accurate.
• Prepare work to be processed by gathering, sorting, organizing, and recording data, information, and documents, e.g., process accurately and completely in a timely manner.
• Assist management to provide audit documentation and serve as point-of-contact for process, as needed.
• Provide training to program staff on proper procedures for finance-related documents and collection, as needed.
• Attend and actively participate in meetings as required.
• Maintain reliable and predictable attendance; work outside of standard business hours as needed.
• Utilize tact and discretion to maintain confidentiality of information and a positive image of WACOG.
• Perform other duties as necessary to carry out the administrative/programmatic goals and objectives of WACOG and/or department.

Requirements

• High School Diploma or GED Certificate
• One (1) year experience in performing general office work or accounts payable

Preferred Qualifications

• Associate’s degree
• Experience in accounting

Other Requirements

• Current AZ DPS Fingerprint Clearance Card/ Criminal History Affidavit/Central Registry Background Check
• Comfortable working in a fast-paced, high-energy environment
• Ability to secure and maintain a driver’s license valid in the state of Arizona, or an acceptable alternative means of transportation. May be required to drive an agency vehicle. Employees authorized to operate a private vehicle for WACOG business are required to carry liability insurance minimums. For purposes of vehicle insurance, minimum 21 years of age.
• Current Health Physical and TB Clearance (when incumbent is paid primarily (≥50%) out of Head Start department funds, allocations adjusted monthly)

Skills

• Ability to learn and obtain understanding of Generally Accepted Accounting Principles (GAAP) and federal uniform guidance for federal funds
• Proficiency in operating office equipment and personal computers, including Microsoft Office applications such as Excel, PowerPoint, Word, and Access
• Ability to navigate relevant software programs and generate accurate data reports
• Strong written communication skills
• Skill in maintaining exceptional accuracy and efficiency in both work output and organization
• Ability to collaborate effectively as a team member
• Ability to manage project goals, activities, and timelines effectively
• Ability to problem-solve and demonstrate innovation when facing immediate challenges or changes
• Ability to work independently while coordinating multiple projects simultaneously

Benefits

• Medical
• Dental
• Vision
• Life Insurance
• Arizona State Retirement System
• Flexible Spending Account
• Health Savings Account