Finance and Emergency Services Assistant (NKCAC)
Covington, KY
Full Time
Mid Level
EMPLOYER: Northern Kentucky Community Action Commission
POSITION TITLE: Finance & Emergency Services Assistant
REPORTS TO: VP of Finance
GENERAL RESPONSIBILITY:
The Finance and Emergency Services Assistant works in consultation with the emergency services and the finance team to review applications, process transmittals, and issue payment guarantees for all energy assistance programs administered by the Northern Kentucky Community Action Commission. This position is responsible for supporting accurate documentation, monitoring, valuation, and reporting of all In-Kind/NonFederal Share contributions, including volunteer time, donated goods and services, and space usage to ensure compliance with federal requirements, grant terms, and agency procedures, while assisting program staff and partners in meeting required match obligations.
SPECIFIC RESPONSIBILITIES:
1. Responsible for day-to-day operation of the office to ensure compliance with NICAC guidelines.
2. Maintains current knowledge of funding source requirements and guidelines to meet program outcomes.
3. Develops and maintains open line of communication with the NKCAC Finance Team, the Emergency Services Manager, community services unit staff and NKCAC vendors and community partners to ensure he/she knows of problems/needs requiring his/her attention. Participates in resolution of problems and the needs of work unit.
4. Maintains procedures and processes as needed and ensures that all procedures in the Emergency Services Procedures manual are current and followed, having the approval of the Emergency Services Manager and Finance Team.
5. Provides daily support for program transmittals and submission of payment guarantees to vendors in accordance with NKCAC procedures.
6. Monitors and provides follow-up weekly for the unpaid report, including but not limited to contacting vendors regarding missing delivery/pickup invoices, communicating with the Finance Team about the status of checks, etc.
7. Prepares and/or assists in preparation of reports for the Emergency Services Manager and Finance Team including the monthly report and quarterly ROMA report.
8. Prepares and/or ensures preparation and distribution of meeting notices, agendas, and meeting minutes for the Emergency Services and Finance Teams, as needed.
9. Participates in community and NKCAC activities as a representative for work units and Northern Kentucky Community Action Commission, as requested.
10. Performs other duties as assigned by the Emergency Services Manager and Finance Team to ensure program outcomes.
11. Non-Federal Share Documentation & Tracking
a. Accurately document all in-kind contributions of volunteer time, space, family and education supplies,
and services.
b. Ensure all documentation meets federal requirements for allowability, allocability, and valuation.
c. Compliance
12. Monitoring
a. Maintain compliance with Performance Standards and uniform Guidance
b. Monitor in-kind contributions for compliance with Head Start, Early Head Start, Foster Grand Parent
and CCC regulations and grant terms. Assure full amounts of Non federal share match meets the
monthly expectation from all staff
13. Valuation & Verification
a. Verify and assign proper valuation to donated services and goods using fair market value.
b. Ensure documentation is attached and includes date, signatures, source, description, and proper
valuation method.
14. Reporting & Analysis
a. Prepare monthly, quarterly, and annual reports on non-federal share. Prepare reports for staff, board,
and policy council
b. Enter all information in Child Plus
c. Reconcile non-federal share records with fiscal reports and accounting system entries.
15. Training & Technical Assistance
a. Train staff, volunteers, and partners on proper Non-Federal Share Match
b. documentation procedures.
c. Guide program staff on allowable Non-Federal Share activities.
QUALIFICATIONS:
• An associate degree is preferred. A high school diploma is required.
• A minimum of three (3) years of experience in administrative support at an advanced level is required.
• Must have excellent organization and time management skills.
• Excellent oral and written communication skills required.
• Computer literacy, including word processing, use of electronic spreadsheets, electronic mail, records
management, and the internet, is required.
• Reliable transportation.
• Ability to work with persons of diverse cultures and socioeconomic backgrounds.
PHYSICAL QUALIFICATIONS
• Able to sit for prolonged periods of time at a desk working on a computer
• Full range of motion, able to stand, walk, bend, and carry
• Ability to lift up to 25 points at times
All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability.
Funded, in part, under a contract with the Cabinet for Health and Family Services with funds from the Community Services Block Grant for the US Department of Health and Human Services.
The employee is expected to adhere to all agency policies and program requirements as required in the completion of this job description and all agency business.
NKCAC IS A DRUG-FREE WORKPLACE
POSITION TITLE: Finance & Emergency Services Assistant
REPORTS TO: VP of Finance
GENERAL RESPONSIBILITY:
The Finance and Emergency Services Assistant works in consultation with the emergency services and the finance team to review applications, process transmittals, and issue payment guarantees for all energy assistance programs administered by the Northern Kentucky Community Action Commission. This position is responsible for supporting accurate documentation, monitoring, valuation, and reporting of all In-Kind/NonFederal Share contributions, including volunteer time, donated goods and services, and space usage to ensure compliance with federal requirements, grant terms, and agency procedures, while assisting program staff and partners in meeting required match obligations.
SPECIFIC RESPONSIBILITIES:
1. Responsible for day-to-day operation of the office to ensure compliance with NICAC guidelines.
2. Maintains current knowledge of funding source requirements and guidelines to meet program outcomes.
3. Develops and maintains open line of communication with the NKCAC Finance Team, the Emergency Services Manager, community services unit staff and NKCAC vendors and community partners to ensure he/she knows of problems/needs requiring his/her attention. Participates in resolution of problems and the needs of work unit.
4. Maintains procedures and processes as needed and ensures that all procedures in the Emergency Services Procedures manual are current and followed, having the approval of the Emergency Services Manager and Finance Team.
5. Provides daily support for program transmittals and submission of payment guarantees to vendors in accordance with NKCAC procedures.
6. Monitors and provides follow-up weekly for the unpaid report, including but not limited to contacting vendors regarding missing delivery/pickup invoices, communicating with the Finance Team about the status of checks, etc.
7. Prepares and/or assists in preparation of reports for the Emergency Services Manager and Finance Team including the monthly report and quarterly ROMA report.
8. Prepares and/or ensures preparation and distribution of meeting notices, agendas, and meeting minutes for the Emergency Services and Finance Teams, as needed.
9. Participates in community and NKCAC activities as a representative for work units and Northern Kentucky Community Action Commission, as requested.
10. Performs other duties as assigned by the Emergency Services Manager and Finance Team to ensure program outcomes.
11. Non-Federal Share Documentation & Tracking
a. Accurately document all in-kind contributions of volunteer time, space, family and education supplies,
and services.
b. Ensure all documentation meets federal requirements for allowability, allocability, and valuation.
c. Compliance
12. Monitoring
a. Maintain compliance with Performance Standards and uniform Guidance
b. Monitor in-kind contributions for compliance with Head Start, Early Head Start, Foster Grand Parent
and CCC regulations and grant terms. Assure full amounts of Non federal share match meets the
monthly expectation from all staff
13. Valuation & Verification
a. Verify and assign proper valuation to donated services and goods using fair market value.
b. Ensure documentation is attached and includes date, signatures, source, description, and proper
valuation method.
14. Reporting & Analysis
a. Prepare monthly, quarterly, and annual reports on non-federal share. Prepare reports for staff, board,
and policy council
b. Enter all information in Child Plus
c. Reconcile non-federal share records with fiscal reports and accounting system entries.
15. Training & Technical Assistance
a. Train staff, volunteers, and partners on proper Non-Federal Share Match
b. documentation procedures.
c. Guide program staff on allowable Non-Federal Share activities.
QUALIFICATIONS:
• An associate degree is preferred. A high school diploma is required.
• A minimum of three (3) years of experience in administrative support at an advanced level is required.
• Must have excellent organization and time management skills.
• Excellent oral and written communication skills required.
• Computer literacy, including word processing, use of electronic spreadsheets, electronic mail, records
management, and the internet, is required.
• Reliable transportation.
• Ability to work with persons of diverse cultures and socioeconomic backgrounds.
PHYSICAL QUALIFICATIONS
• Able to sit for prolonged periods of time at a desk working on a computer
• Full range of motion, able to stand, walk, bend, and carry
• Ability to lift up to 25 points at times
All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability.
Funded, in part, under a contract with the Cabinet for Health and Family Services with funds from the Community Services Block Grant for the US Department of Health and Human Services.
The employee is expected to adhere to all agency policies and program requirements as required in the completion of this job description and all agency business.
NKCAC IS A DRUG-FREE WORKPLACE
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