ECE Workforce Specialist

PHMC is proud to be a leader in public health. PHMC requires that all employees are fully vaccinated with the Covid-19 vaccine before the first day of employment. We will offer the Vaccination at no cost at one of our Health Centers.

The ECE Workforce Specialist is responsible for essential administrative functions to support the physical and programmatic operations of the regional PDO. The ECE Workforce Specialist provides responsive customer service and direct access to live communication during regular operating hours. Additionally, the ECE Workforce Specialist supports the logistical execution of contracts for set aside funding approved through OCDEL as part of the regional PDO Project Plan for participating Institutions of Higher Education for credential and credit bearing coursework and associated activities.

The ECE Workforce Specialist will provide critical review and management of grant agreements or sub contracts, in association with our PHMC fiscal department guidelines and PDO contract obligations. The ECE Workforce Specialist coordinates with the PDO Manager and ECE and IHE Coordinators to review deliverables by IHE and participating partner, referencing spending plans for accurate invoicing and distribution of funds. He/she communicates with IHE partners and PDO staff to remove institutional barriers for timely spending of set aside dollars and proactively supports partners with invoicing submission challenges to meet OCDEL benchmarks for set-aside spending as well as overall Project Plan goals. This may include event planning and coordination, coordination of provider supports and oversight of data collection and database support.

Responsibilities:

• Maintains a working knowledge of PDO activities, Alternative Teacher Certification, financial resources for ECE teachers, Keystone STARS and ECE systems and responds to routine requests for information in a timely fashion; directs more in-depth inquiries to other parties, as appropriate

• Performs general administrative functions such as fielding calls, managing office supplies, etc

• Distribute complete contracts and grant agreements for OCDEL approved set aside funding to IHE partners for credential and credit bearing coursework and activities These include all grant agreements for contracts for services rendered as part of the PDO Project Plan

• Complete grant payments and contractual payments for subcontractors/consultants including entering data into appropriate data systems (PRFs into the electronic accounting system) and liaising with internal PHMC departments for check retrieval or electronic transfer of funding as appropriate

• Enter data and create invoices in the appropriate data systems for services provided, including quarterly invoices for set aside credential and credit bearing coursework, and coordinate with PHMC's accounting department for timely posting of the invoices

• Manage and maintain payment and invoice tracking information for multiple programs in Microsoft Excel and other data systems to ensure the timely completion of tasks and payment

• Coordinate student supports and administrative functions of PHMC's Alternative Certification Program

• Assist with coordination and management of Pediatric CPR and First Aid referrals/trainings

• Fields phone calls and monitors the general PDO email account

• Ensures appropriate archiving of paper files

• Assists with preparation of reports, proposals, mailings, etc. as necessary

• Support coordination of provider supports delivered by ECE and IHE Coordinators

• Provide team support for event planning and coordination, as needed

• Supports provider outreach efforts and special projects where provider communication is required

• Provides oversight of data systems and data platforms, including the PD Registry, ECE HigherEd and ECE Hire

• Participates in routine internal audits and reconciliation of entries across databases to ensure compliance with written operating standard and State regulations

• Works with PHMC Accounts Payable staff to reconcile PDO payments to general ledger Prepares reports, as requested

• Support PDO staff by completing such routine tasks as copying, mailing, and faxing for specific projects, as requested

• Perform all tasks consistent with overall PDO and PHMC policies and procedures

• Perform in coordination and cooperation with other PHMC Administrative staff

• Run reports from accounting and other data systems that support tracking accounts payable and accounts receivable processes

• Prepare supporting documentation on grant payments for the submission of monthly invoices to program funders

• Participate in grant reconciliation activities - matching reporting from grantees with internal tracking documents

• Mail or coordinate the electronic issuance of contracts, grant payment, checks and invoices-this process involves completing mail merges in Microsoft Office programs

• Manage communication, correspondence and follow-up activities related to payment to and payment from various program partners - this is a front facing position responsible for representing PHMC, the regional PDO, and the Office of Child Development and Early Learning and specific programs to partners and clients

• Understand and maintains compliance with all PHMC Finance and Accounting processes and requirements

• Other duties as assigned

Skills:

• Knowledge of clerical, administrative, bookkeeping and accounting principles and practices

• Demonstrated proficiency in Microsoft Office suite, especially Excel, Word and mail merge processes

• Ability to coordinate multiple tasks and manage and complete a variety of projects simultaneously

• Ability to write business correspondence

• Ability to maintain complete, accurate, and accessible files and records

• Ability to effectively function as a member of a team effort, including managing work and communication across multiple teams

• Ability to communicate effectively and work productively with employees, practitioners, clients, program leaders and others in a positive, pleasant, professional, and productive manner in writing, by telephone, on line and in person

• Ability to perform all required functions and responsibilities accurately, completely, and in a timely fashion

• Ability to use effective problem-solving skills

Organizational Relationships:

• The ECE Workforce Specialist reports to, is supervised by the PDO Manager, and serves as part of the PDO team. He/she interacts with PDO staff; contractors, practitioners, postsecondary institutions, and other agencies, and collaborates where appropriate, so as to enhance services to early care and education providers. The position operates from PHMC's main offices at 1500 Market St, Philadelphia, PA

Experience/Education Requirements:

• Two (2) to three (3) years of experience working in an office setting, or any equivalent combination of acceptable training and education

• Experience that includes communication and interaction with clients, customers and/or organizational partners

• Experience with accounts payable, accounts receivable and/or grant management preferred

• Experience in a non-profit office environment preferred

• AA Degree in Business, Accounting or related field preferred

Salary:

• Commensurate with education and experience

• Grade 15

FLSA Classification: Non-Exempt

• This position is classified as salaried non-exempt in accordance to FLSA standards