01.04.16 - Fiscal Coordinator Job Description

Fiscal Coordinator Job Description Policy Number and Last Update

Title: Fiscal Coordinator

Reports to: Director

Supervises: None

FLSA: Non-exempt Salary Range: 

General Summary:

Under the direct supervision of the Director, oversees and directs the accounting, financial auditing and reporting, and budgeting for the program. Recommends and implements accounting and financial systems to meet contract compliance requirement and serves as financial advisor to program staff in their roles as they relate to fiscal aspects of the program.

Essential Functions:

  1. Oversees and directs the program's fiscal operations, including all program liabilities and submission of all financially related reports.
  2. Confers with the Director and other program coordinators on matters concerning internal control, budgets, and property control.
  3. Executes accounting operations.
  4. Assists in the preparation of budgets and grant applications, including, but not limited to preparation of budget line item spreadsheets, at the request of the Director.
  5. Confers with the Director and other involved administrative staff in the preparation of financial and activity reports and budgets, including, but not limited to reports to funding sources, the Board of Directors, and the Parent Policy Committee.
  6. Assists in the installation of new or modified accounting systems (including computerization), procedures, and forms required by the funding source.
  7. Serves as a liaison with all funding sources and independent auditors to ensure compliance with funding source rules and regulations, compliance with applicable laws, and to maintain appropriate program cash flow.
  8. Assists the Director in budget management and control.
  9. Maintains, compiles, and collates all fiscal, budgetary and monetary data relevant to audits to be performed and prepares monthly bank reconciliation on all program bank accounts.
  10. Assures preparation and maintenance of complete and accurate cash receipts and cash disbursement records.
  11. Prepares general journal entries and maintains a posted general ledger.
  12. Maintains accurate budget records.
  13. Processes all payroll checks; secures required signatures.
  14. In conjunction with the Director, monitors consistency between contract budget and actual expenditures.
  15. Calculates and monitors Administrative Cost to ensure compliance.
  16. Calculates and monitors the program's non-federal share.
  17. Maintains the program's ledger analysis and conducts trial balances.
  18. Participates in the annual program self-assessment.
  19. Compiles information needed for USDA/CACFP reimbursement; prepares claims for USDA/CACFP reimbursement; maintains documentation.
  20. Maintains documentation of all contracts.
  21. With Director, maintains IMSHSP purchasing and procurement systems, and maintains records of procurement.
  22. Performs other duties, as requested.

The above statements are intended to describe the general nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position.

Recommended Employment Qualifications


 Associate's Degree in Business Management or a related field; accounting and bookkeeping classes required.


Preferred two years experience, minimum one-year experience in accounting, bookkeeping, computerized fiscal systems. Demonstrated knowledge of and ability in skills required and cited for the position of Fiscal Coordinator, i.e., governmental accounting procedures and practices and fund management.

Additional Requirements:

Must have financial analytical ability; the ability to relate fiscal information to programmatic issues; the ability to communicate fiscal concepts and requirements to non-fiscal staff; the ability to understand and apply funding source standards, policies, and procedures, and requirements to program business. Ability to engage in active constructive participation in the program's management team. Ability to work with minimal supervision. Ability to pass a criminal background check. Successful experience working in a team setting. Strong written and oral communication skills. Ability to sit for long periods of time, looking at numbers on paper and/or a computer screen.

Working Conditions:

Tasks that involve no exposure to blood, bodily fluids or tissues. Risk involved with travel on main highways and rural roads during business travel, including evening meetings. Possible exposure to communicable diseases.

The qualifications listed above are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties.