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HUB Chilcare Fiscal Coordinator

Community Action Partnership of Strafford County

Community Action Partnership of Strafford County is a 501(c)(3) private nonprofit organization established in 1965 under the provisions of the Equal Opportunity Act of 1964. We work with community, state and federal partners to assist children, families, low-income and elderly residents with their efforts to become or remain financially and socially independent through a variety of coordinated programs. Without the services provided by our agency, many local residents would be without a means to provide for their basic needs, including food, education, child care, utilities assistance, transportation, shelter and access to other services.

CAPSC offers a number of benefits including:

  • 403(b)
  • Medical coverage
  • Dental coverage
  • Earned time-off
  • Flexible spending accounts
  • Vision care coverage
  • Work/Life resources
  • Employee and Dependent life insurance
  • Disability insurance
  • 11 Paid Holidays a year

General Description
The HUB Childcare Fiscal Coordinator (HCFC) is responsible for providing support to our childcare programs, Center Directors, CAP Fiscal Team, and the Director of Child and Family Services.
Strategies to maximize use of ProCare for child and family information, children’s schedule, annual physical, health and immunization records.

Education and/or Experience
• Minimum High School diploma or GED. Associates Degree preferred. Bilingual (Spanish) skills a plus. Minimum of two years of related fiscal/administrative experience, with strong emphasis on financial processes and accounts receivable.
• Knowledge of Childcare and CAPSC philosophy and mission is desired.
• Excellent computer literacy including Excel, Word, Teams, Outlook & ProCare.

Duties and Responsibilities
The HUB Childcare Fiscal Coordinator reports to the Special Projects Manager and is responsible for providing financial, administrative and clerical services. This includes processing payroll and program invoices. Payroll timecards are processed weekly and bi-weekly, based on pilot program needs, uploaded into the payroll processor software with any requested adjustments. Other responsibilities include:
• Utilize each Pilot Program’s ProCare software to process billing and fee collection for each
• Streamline and enter each agencies ProCare software to enter child and family data; set up online registration process new enrollment data, automatically populating family record in
• Private pay families and cost share or co pay portion from families eligible for state subsidy
• Stay abreast of schedule changes of children and update in family record of ProCare
• Collect payments from childcare programs, process in ProCare
• Run Aging Report and follow up as necessary with any families with a past due balance; create a plan with the family on repayment options and report to Center directors when families are out of compliance
• Provide weekly aging report to Center directors
• Initiate weekly charges for upcoming week and email invoices to families
• Set up new children/families in state subsidy system
• Using attendance records, submit billing to state for children eligible for scholarship
• Work with state to address any billing issues to ensure highest payment possible for every eligible child
• Compare state invoices for each child to the charges in ProCare/Tuition Express
• Stay abreast of schedule changes of children and update in family record of ProCare
• Must have strong skills in QuickBooks and entry level skills in Financial Edge


Position Description
• Collect payments from childcare programs, process in ProCare/Tuition Express
• Work with each Pilot Program’s Executive Director’s (ED) to adapt systems to approve payments
• Follow each Centers checks and balances for both Accounts Receivable and Accounts Payable. Identify processes to get bills from independent programs, issue checks, send back to ED for signing and distribution by Child Care Pilot Program
• Set up electronic payments which will provide for automation of payments and achieve efficiencies per Pilot Program be set up for as much as possible and then procedures for “checks and balances”
• Utilize Pilot Programs Payroll Service (ADP or Paychex) to process payroll for independent Pilot Programs that contract with CAPSC for this service
• Assist with special projects as needed
• Assist HUB Childcare Technical Assistance Team in collecting and analyzing data as needed for funder requirements
• Obtain, enter and file in-kind documentation from staff on a monthly basis in a timely manner for tracking in finance
• Any other duty or project assigned by supervisor or Child & Family Services Director for the benefit of the program

Other Qualifications
• Strong commitment to maintaining confidentiality
• Adequate typing skills
• Knowledge of multi-line phone system
• Excellent organization and time management skills with ability to handle multiple tasks simultaneously, prioritize and manage workload and deadlines
• Excellent problem-solving skills
• Ability to work independently as well as in a team environment
• Ability to work flexible hours and travel when necessary.
• Knowledge of and sensitivity to the unique challenges faced by families living in poverty.
• Reliable source of transportation with 100/300 liability insurance coverage.
• Physical strength/endurance/mobility to perform in a standard daily required work routine (i.e. walking, sitting, lifting, and driving to various sites as required).

Communication Skills
• Pleasant, articulate and able to communicate effectively with staff, volunteers, and families on a regular basis.
• Excellent communication skills and ability to follow verbal and written instructions.
• Ability to read, write and communicate instructions.

General Expectations
• Respects confidentiality of information about agency staff, personnel issues, and other program operations.
• Strong commitment to maintaining confidentiality
• Plan, assign, coordinate, organize and prioritize work.
• Models direct, positive, honest, and respectful behavior in every aspect of work with children, families, staff and community members.
• Energetically engages people, issues and work.
• Applies the highest ethical standards to themselves and others on a daily basis.
• Supports other in their efforts to be productive and effective and succeed in work and life.
• Actively participates in teambuilding, which includes sharing ideas and mutual support of team members.
• Consistently uses interpersonal skills that are appropriate for individual styles, personalities, cultures, the nature of the work, and the environment in which the work is being done.
• Practices honest, respectful and direct communication as well as active listening.

Employment Screening
Valid Driver's License and insured vehicle (100/300 minimum coverage) for use on the job or acceptable alternative, driving record check, criminal record check, randomized drug screening.
Head Start, Early Head Start, Childcare, and Home Visiting Programs are also subject to the following: Head Start and child care licensing requires a criminal record check and finger printing to be completed prior to employment. An initial physical examination record, including a TB screening must be obtained within 60 days of hire, updated every three years and kept on file with Human Resources. If a TB screening indicates high risk, results of a TB test must be kept on file including any treatment received. An initial driving record check will be conducted. License information will also be submitted to the agency's automobile insurance carrier.

How to Apply:

Please submit your resume to

Salary Range:


Job Location:


Date Added: September 28, 2020

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