• Administrative Coordinator

    Posted Date 1 week ago(1 week ago)
    Requisition ID
    2018-44927
    Category
    Administrative
    Position Type
    Regular Full-Time
    Department
    COM Head Start Program
    Post End Date
    10/14/2018
  • Overview

    UAMS Head Start/Early Head Start currently serves 928 children at 16 sites throughout Pulaski County.  The program’s overall goal is to increase the social competence of children in low income families and children with disabilities, while improving the chances of success in school. Head Start/Early Head Start addresses the needs of the whole child including the educational, vocational and material needs of the entire family.  The program strives to enhance children’s physical, social, emotional, and cognitive development while enabling parents to be better caregivers and teachers to their children. Head Start/Early Head Start helps parents meet their own goals while giving children a head start in life.

     

    The Administrative Coordinator is responsible for performing all purchasing duties for the UAMS Head Start/Early Head Start Program to ensure adequate materials and supplies for all aspects of the program. This will include but not be limited to processing all expenditures and purchases made on behalf of the program. The processing of all requests and expenditures will be completed in accordance with the Arkansas Purchasing Laws, Arkansas State Accounting and Budgetary Policies, and State Building Services Regulations and the Head Start Performance Standards.

     

    The Administrative Coordinator works under administrative direction of the Program Director. S/He is responsible for the accurate entry and monitoring of the In-Kind data to ensure compliance with the Head Start Performance Standards. Other duties will include but not be limited to processing mileage reimbursement forms for the program as well as completing travel arrangements as needed for conference travel, timekeeping for all Head Start staff, etc.   

     

    UAMS offers amazing benefits and perks:

    • Retirement: Up to 10% matched contribution from UAMS.
    • Education discount for staff and dependents (undergraduate only).
    • Health: Medical, Dental and Vision plans available for staff and family.
    • Basic Life Insurance up to $50,000.
    • Leave Time: 11 paid holidays annually, up to 22.5 days of annual vacation leave, 12 days of sick leave.
    • Career Training Opportunities.

    Salary offered commensurate to experience.

    Responsibilities

    Purchasing:

    • Prepares, inputs and processes all purchase requisitions.
    • Receives and verifies purchase orders.
    • Receives, verifies and files all invoices.
    • Processes goods or services in SAP.
    • Routinely verifies that invoices have been paid.
    • Checks with appropriate personnel if invoices are unpaid and rectifies any problem that might exist.

    Timekeeping:

    • Initiates and maintains payroll in the Kronos system, which includes SAP functions.
    • Oversees the verification and accurate submission of employee time and exception requests in accordance with UAMS policies and procedures.

    Bids/Service Contracts:

    • Receives contract information from program staff after it has been approved by Head Start Director and Financial Manager.
    • Prepares contract for submission and assists in resolving any questions or concerns about contracts.
    • Prepares appropriate paperwork and processes purchase requisitions, purchase orders,
    • invoices, etc. through SAP.
    • Works with UAMS personnel to assure that all information and paperwork are
    • correct.
    • Processes any invoices associated with bids.

    Travel:                                                                 

    • Ensures local travel (mileage reimbursement) authorization form has been signed by the Head Start Director or their appointee. Processes traveler mileage form for monthly reimbursement. Completes travel arrangements for Head Start staff in accordance with UAMS policy and procedures. Ensures appropriate approval form and conference material have been turned in with required
    • signatures. Requests travel advances for persons who desire them. Submits all documents (hotel, airline, ground transportation
    • receipts, etc.) for allowable expenses to be processed.

    General:

    • Maintains files of all purchasing documentation.
    • Prepares monthly reports for the Financial Manager of all purchases for the month.
    • Advises the Financial Manager of any problems or questions that arise.
    • Monitors utility and phone bills for any unusual billing amounts.
    • Pulls potential new hire applications for program managers.

    In-Kind:

    • Compiles in-kind data from each site and maintain an ongoing record/documentation of these records.
    • Processes in-kind data and inputs data into the data management system.
    • Ensures the accuracy of data to ensure the compliance with the Head Start Performance Standards.
    • Organizes, prepares and assists in compiling data for both State and Federal auditors.

     

    May perform other duties as assigned.

    Qualifications

    Minimum Qualifications:

    Bachelor’s degree in Public Administration, General Business, Accounting or a related field PLUS three (3) year of experience in purchasing, planning or related field OR High School Diploma/GED plus five (5) years of experience in purchasing, planning or related field.  

     

    Preferred Qualifications:

    • Knowledge of applicable laws regulations.
    • Knowledge of computers and software application programs.
    • Knowledge of database management and basic accounting principles.
    • Knowledge of filing and record keeping procedures.
    • Knowledge of customer service principles.
    • Ability to perform accurate data entry and manipulate data to generate reports and documents.
    • Ability to compose, proofread and edit correspondence, reports and other documents requiring attention to detail.
    • Ability to conduct research and perform basic quantitative quality assurance reviews.

    Physical Requirements

    Stand: Continuously
    Sit: Continuously
    Walk: Continuously
    Bend, crawl, crouch, kneel, stoop, or reach overhead: Continuously
    Lift, push, pull, carry weight: 26 - 50 lbs
    Use hands to touch, handle, or feel: Continuously
    Talk: Continuously
    Hear: Continuously
    Taste or smell: Continuously
    Read, concentrate, think analytically: Continuously
    Physical Environment: Inside Classroom Setting, Outdoor Weather Conditions
    Noise Level: Loud
    Visual Requirements: Color discrimination, Depth perception, Far visual acuity, Near visual acuity
    Hazards: None

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