CAPITAL REGION ESD 113 SOUND TO HARBOR HEAD START/ECEAP POSITION PLAN 2015-2016 The position plan provides descriptions of job roles and responsibilities that are ongoing throughout the program year. The position plan is based on Head Start/ECEAP Performance Standards and specific Guidelines for providing quality services to children and families. It is to be used as a resource and reviewed during the school year. Employees are responsible for knowing and understanding their position plan. Position plans are formally reviewed by each employee and discussed with their supervisor in November and February. WHEN YOU BEGIN OR RETURN TO WORK: Read the position plan in its entirety. IN NOVEMBER AND FEBRUARY: Review each goal, objective, and directions. Print out the last page of your position plan in order to initial and date that you read, understood, and followed through with time-appropriate tasks on each page. Discuss with your supervisor. THROUGHOUT THE PROGRAM YEAR: Refer to the position plan. Follow up on all activities requiring your attention. Approved by Policy Council 06/04/15. Revised 8/1/15
TABLE OF CONTENTS GOAL 1: Financial Management System. To maintain a financial management system that ensures budget management, maintains control over current operations, provides accurate, current and complete disclosure of financial matters.... 3 Objective 1.1: Accounts receivable documentation will be maintained for each client and payments will be processed on a timely basis.... 3 Objective 1.2: Supplies/equipment will be purchased in compliance with funding source guidelines.... 4 Objective 1.3: Invoices will be charged out to the appropriate funding source(s) and will be processed in a timely manner.... 5 GOAL 2: Inventory: A physical inventory of property shall be taken and the results reconciled with the property records at least once every two years to verify the existence, current use and continued need for the property.... 6 Objective 2.1: Inventory is updated as items are purchased.... 6 Objective 2.2: A complete inventory will be taken every two years. Annually, inventories will be updated to reflect additions and deletions of equipment.... 7 GOAL 3: Timesheet Tracking. To centrally assure that timesheets are submitted.... 7 Objective 3.1: timesheets will be tracked and processed.... 7 GOAL 4: Non-Federal Share Match Contributions. To document in-kind contributions.... 8 Objective 4.1: Provide written documentation for local in-kind earned during the fiscal year.... 8 GOAL 5: Support the families, center and program, assuring safety of children.... 9 Objective 5.1: Follow procedures for mandated CPS reporting.... 9 Objective 5.2: Maintain confidentiality of all enrolled children and families.... 9 Objective 5.3: Be familiar with alternate schedules, and emergency procedures.... 9 Objective 5.4: Be responsive to the emergent needs of the families, center, and program.... 10 GOAL 6: Support the administrative office.... 10 Objective 6.1: Collaborate for office support.... 10 GOAL 7: Support staff wellness in the program.... 10 Objective 7.1: Engage in wellness activities.... 10 Signature Page... 11 Position Plans\2015 2016\Accounting Technician 8/1/15 Page 2 of 11
RESPONSIBILITIES OF JOB POSITION GOAL 1: Financial Management System. To maintain a financial management system that ensures budget management, maintains control over current operations, provides accurate, current and complete disclosure of financial matters. Objective 1.1: Accounts receivable documentation will be maintained for each client and payments will be processed on a timely basis. 1. Accounts receivable files will be maintained for each client. Files in the central administrative office will contain the following information: a. Social Service Notices received b. billing invoices c. Accounts receivable reports d. Copies of alternative payment plan e. Documentation of all subsidy relevant conversations with DSHS staff, parents, and the Center Director. f. statements g. Full Day Services Parent Contract/Payment Plan Agreement. Accounting Technician () File 2. Social Service Notices will be copied and the copy sent to the center that the client s child is attending. If the information on the notice is in question the Accounting Technician will contact DSHS for clarification or correction. Social Services Notice 3. Invoices will be input into the WSIPC WESPaC Skyward accounting system and then onto each client s statement in the Accounting Technician s Excel computer program. Refer to the Skyward Accounts receivable instructions. WSIPC, WESPaC, Skyward AR System 4. Payment received from the centers will be verified against the receipts and the Transmittal of Deposit form. Invoice number(s) and amounts that the payments are to be posted to will be indicated on the receipts, copies made for the backup notebook and the original receipts, payments and 2 copies of the Transmittal of Deposit will be given to the ESD Fiscal Department for crediting in the WSIPC WESPaC Skyward accounting system within 24 hours of receipt. One copy of the Transmittal of Deposit form will be returned to the program fiscal department for filing with the receipt copies. Payments, Receipts, Transmittal of Deposit Forms Position Plans\2015 2016\Accounting Technician 8/1/15 Page 3 of 11
5. Payment information will be updated on the client s statement in the Accounting Technician s Excel computer program. Copies of each statement are sent to the appropriate FDFY center on a monthly basis. Statement 6. Statements indicating total payments received for the prior year are sent out to each client annually. A copy is also sent to the FDFY centers for their records. Statement January 7. Accounting Technician will review ESD AR reports and will work with the ESD Account Receivables Accounting Tech. to make any corrections, as needed AR Report or Objective 1.2: Supplies/equipment will be purchased in compliance with funding source guidelines. 1. ISSUE PURCHASE ORDER: Requisitions need to be generated in order to purchase requested supplies, services, trainings, and/or vendor contracts and services. The Accounting Technician will verify budget capacity and codes with the Fiscal Coordinator (FC) prior to submission of requisition. Completed requisitions go to the Director for authorization prior to the purchase order being processed. /FC Requisitions for Purchase Orders or As Needed 2. Purchase orders are generated in the ESD Fiscal Department. All purchases must receive approval prior to purchasing goods or services. A purchase order must be approved prior to requesting and receiving petty cash and/or revolving check. The following procedures should be followed when preparing requisitions for purchase orders. /FC Requisitions for Purchase Orders or As Needed 1. Using the WSIPC (Washington Schools Information Processing Cooperative) WESPaC Skyward system in the Employee Access section, (see manual for complete step by step instructions) add in a requisition by using the links, then type in the vendor name in the lookup box, hit enter on your keyboard, then hit the select button to move to the next screen. 2. Type the item number and description in the Item Description section. Complete each line item by indicating the number of items, the amount per item, and type of units (i.e., each, sets, batch, etc.). To Position Plans\2015 2016\Accounting Technician 8/1/15 Page 4 of 11
allow the system to tax the items (based on the current tax rate for the Olympia area) make sure that the Taxable box is checked. Hit the continue button twice to proceed to the next screen. 3. Complete the attention to and indicate a ship to address. Hit the continue button to proceed to the next screen. Assign the budget code(s) and amounts to the requisition (can do this quicker with the search keys). Hit the continue button to proceed to the next screen. Review for accuracy and completeness before submitting for approval. 4. Complete the requisition process by hitting the submit for approval button. The requisition will then be sent to the Director for her approval and then to the ESD Fiscal Department for processing into a purchase order. 5. The white copy of the purchase order goes back to the originator or is sent to the vendor and the yellow copy is filed in Alpha order in the Head Start purchase order file cabinet for use when processing invoices. Objective 1.3: Invoices will be charged out to the appropriate funding source(s) and will be processed in a timely manner. 1. INVOICES: All invoices should be filed on agreed-upon schedule. /FC Invoice a. Become familiar with budget codes and funding sources for each of the centers. Refer to the Funding Allocation Information sheet for this information. /FC Invoice b. Process invoices for payment. Attach corresponding PO to invoice if the purchase order was created for a single purchase, verify account code(s) invoice is to be charged to and amount to charge to each code. If the purchase order is for various items or an open purchase order, indicate the PO # on the invoice and process as above. Send completed invoices to Fiscal Coordinator for final review before they are sent to the ESD Accounts Payable for further processing for /FC Position Plans\2015 2016\Accounting Technician 8/1/15 Page 5 of 11
payment. c. Consultants/Trainers use the same procedure as in b) except prior to processing PO forms EE/IC and W-9 must be completed. If the consultant is deemed to be an independent contractor, complete the Independent Contractor Agreement form with the contractor prior to the use of that contractor. Refer to the ESD s Independent Contractor procedures. FC/ Independent Contractor Agreement, EE/IC & W-9 Forms 2. TRAVEL VOUCHERS: Staff turns in travel vouchers (A- 20) on a designated day each month to their supervisor. (Refer to travel submission schedule for dates.) Supervisors turn in travel vouchers to Accounting Technician on given deadline to be processed for Board mtg. Accounting Technician will compute and total the amount to be reimburse, Add vendor number and budget code(s). Verify that the travel voucher is filled out completely (including travel depart and return times for staff who have traveled out-of-area). Submit travel vouchers to the Fiscal Coordinator for the final verification and further processing. /FC A-20 Travel Voucher form GOAL 2: Inventory: A physical inventory of property shall be taken and the results reconciled with the property records at least once every two years to verify the existence, current use and continued need for the property. Objective 2.1: Inventory is updated as items are purchased. 1. Property records shall be maintained accurately and cover all items with a useful life of more than one year and a purchase price of $5,000 Head Start or $300 ECEAP. /FC Inventory As Needed 2. The records shall include: a. Description of property b. Manufacturer s Serial Number or other identifying number. c. Acquisition date and cost. d. Funding source of the property e. Percentage of Federal funds used. f. Current location. g. /FC will add new information to the inventory and attach an inventory label prior to distributing the item /FC Inventory As Needed Position Plans\2015 2016\Accounting Technician 8/1/15 Page 6 of 11
(to the center(s) or work area) when items are delivered to the ESD. When items are delivered to the centers the will verify receipt of items and assist with identifying which items need inventory asset numbers. will work with the Fiscal Coordinator to see that asset numbers are assigned to the items with a purchase cost of $500.00 or more for Head Start, $300.00 or more for ECEAP. will enter information into the inventory system; if requested, the Fiscal Coordinator will assist with entering information into the inventory system. REFERENCE: Performance Standards 45 CFR 74.130-140(c) Objective 2.2: A complete inventory will be taken every two years. Annually, inventories will be updated to reflect additions and deletions of equipment. 1. Inventory sheets are distributed to Center Directors or Area Coordinators, for completion of the center inventory by staff each program year. Inventory January or February 2. Center staff will indicate items added, or disposed of, on the inventory list, and return to Accounting Technician prior to the centers closing for the summer. Center Staff Inventory June 3. Maintain a file with a copy of the most current inventory. Annually submit a copy of the current inventory to the Director for review. Inventory Annually GOAL 3: Timesheet Tracking. To centrally assure that timesheets are submitted. Objective 3.1: timesheets will be tracked and processed. 1. Receive from supervisors their staff timesheets and their summary form. Follow up as necessary. Timesheets & summary Note: supervisors will send hourly timesheets for substitutes, special needs aides or other hourly staff directly to the Payroll Department. Position Plans\2015 2016\Accounting Technician 8/1/15 Page 7 of 11
2. To track the timesheets: a. Date stamp the summary form. b. Verify that all timesheets noted on the form are received. c. Complete the tracking form. Summary, timesheets & tracking form 3. Submit to the Payroll Department the verified summary forms and timesheets. Timesheets & summary 4. File copies of the summary forms and tracking forms. Summary, tracking form GOAL 4: Non-Federal Share Match Contributions. To document in-kind contributions. Objective 4.1: Provide written documentation for local in-kind earned during the fiscal year. 1. Prepare separate monthly in-kind reports by funding source and center as follows: a. Program Volunteers b. Community Donations to Center and/or Program c. Policy Council d. Special Services Shared Program e. Integrated Program (if applicable) f. Dental and Medical Exams and treatments for children g. Nutrition Consultant h. Matching services to Non-Head Start families i. State Transportation Ridership funding j. Space Agreements (if applicable) k. Other /Fiscal Coordinator (FC) A-74 A-74a 2. Calculate and record the number of hours and amounts of donations on the In-Kind summary. Maintain monthly in-kind back up for archive files. /FC In-Kind Summary Forms 3. Update In-Kind information on the monthly Policy Council and ESD Board Financial reports. Submit copies of the reports to Policy Council members during the regularly /FC PC Reports Position Plans\2015 2016\Accounting Technician 8/1/15 Page 8 of 11
scheduled Policy Council meetings and to the ESD Business Office Administrator for the monthly ESD Board Meetings. 4. Maintain copies of the In-kind Summary in the Audit Notebook. (Refer to the Fiscal Coordinator Position Plan Objective 1.6, section 2g.) /FC Audit Notebook GOAL 5: Support the families, center and program, assuring safety of children. Objective 5.1: Follow procedures for mandated CPS reporting. 1. Follow Procedure 404 when you suspect child abuse and/or neglect (CAN). Use the A-80 CAN Report CPS Letter form for reporting. All Staff Proc 404, A-80 As needed Objective 5.2: Maintain confidentiality of all enrolled children and families. 1. Phone calls: Route phone calls requiring potential confidential information or requests about children and/or families to relevant coordinator or director. All Staff Always 2. Written documents: Assure faxes, mail, emails concerning children and/or families are distributed and stored in confidential manner, i.e., locked, security envelopes, hand delivered. All Staff Always 3. Face-to-face conversations: Respectfully remind and guide staff or others to hold their confidential conversations in a private location. All Staff Always Objective 5.3: Be familiar with alternate schedules, and emergency procedures. 1. Be familiar with program procedures concerning delayed openings and center closures, and all emergency and first aid procedures. P&P Position Plans\2015 2016\Accounting Technician 8/1/15 Page 9 of 11
2. Implement the Center No Child Left Behind Transportation Plan to assure that no child is left on the bus. Plan When on bus Objective 5.4: Be responsive to the emergent needs of the families, center, and program. 1. Perform other duties as assigned. As needed GOAL 6: Support the administrative office. Objective 6.1: Collaborate for office support. 1. As needed, support the administrative office by greeting visitors and staff, providing telephone coverage, and assisting staff with basic clerical needs. As needed 2. As needed, host interviewees at the admin office and provide prepared test packets. As needed GOAL 7: Support staff wellness in the program. Objective 7.1: Engage in wellness activities. 1. Familiarize yourself with the Access Wellness materials on the program s portal. Access Wellness materials Annually & As Needed 2. Utilize wellness information from newsletters, staff bulletins, handouts, program activities, etc. Resources As Needed 3. Promote healthy attitudes and behaviors in the workplace. Position Plans\2015 2016\Accounting Technician 8/1/15 Page 10 of 11
Signature Page In November and February, sign and date this page to document that you have read, understood, and followed through with time-appropriate tasks in this position plan. Employee signature: Date: Supervisor signature: Date: Employee signature: Date: Supervisor signature: Date: Routing: Supervisor s file Position Plans\2015 2016\Accounting Technician 8/1/15 Page 11 of 11