Program Finance Specialist


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Berkshire County Head Start
1 Meadow Lane


Company Description:
Berkshire County Head Start is a non-profit organization that provides early childhood education and care. Our organization offers a half-day pre-school program in 6 sites throughout Berkshire County. In North Adams, Pittsfield and Great Barrington we also provide full-day child care services for families while they work, go to school, or look for employment.

Program Finance Specialist
Per Hour
Full Time
Associate Degree


The Program Finance Specialist’s primary purpose is to work closely with the Finance Manager and HR to perform finance functions that support programs and staff.

Essential Duties

Payroll, Benefits & HRIS

  • Maintains employee records in payroll/HRIS systems. Enters new employees or current employee changes in HRIS and payroll.  Ensures all information is up to date.
  • In conjunction with the Director of Human Resources, manages benefits changes in appropriate websites/systems.
  • Produces scheduled and ad-hoc reports pertaining to payroll, retirement accounts, and benefits.
  • Audits payroll to ensure all enrollments and deductions are accurate and that dependent information is correct for each employee. Alerts Finance Manager and Director of Human Resources regarding errors and suggests solutions for correcting them.
  • Processes monthly billings from providers. Reviews billings for accuracy in a timely manner. Resolves discrepancies with carriers and payroll.
  • Manages and tracks all paid and unpaid leave.
  • Administers COBRA enrollments/changes and responds to and manages unemployment claims and workers compensation cases.

Early Education and Care (EEC) State Billing

  • Tracks children’s attendance in the classroom and on the bus on a monthly basis in both Excel and on the state website.
  • Keeps files on each child in childcare and ensures that all required forms are up to date.
  • Ensures all information and fees on vouchers and contracts and are signed by the appropriate staff member.
  • Enters parent information into accounts receivable, creates invoices, and records payments in accounting system.
  • Interacts with teachers, administrators, managers, and parents when collections are necessary.
  • Attends all trainings relevant to the position and ensures processes are up-to-date and in compliance.


  • Performs duties related to the purchase of supplies, materials, equipment, etc. according to the organization’s established procurement policy and procedures.
  • Makes suggestions that improve the efficiency and effectiveness of the procurement process with a focus on incorporating user-friendly technology into the process.
  • Works with the finance department and supervisors to track and monitor the budget.
  • Uses the internet and other sources to research the highest quality items at the most reasonable cost.
  • Interacts with staff to clarify purchasing needs and provides creative input and options when items or services are not available or exceed the budget.
  • Maintains excellent relationships with staff, vendors, and service providers.
  • Maintains vendor files and tracks spending to ensure that fiscal year totals for one vendor are within procurement policy thresholds.
  • Assists in gathering information, preparing documents, and managing bids for the formal request for proposal process.

Reporting and Audits

  • Assists in preparing reports and documentation necessary for program and fiscal audits and federal/state reporting.
  • Works closely with HR and Finance staff for quarterly and year end payroll audits (Workers Comp, 401k, etc.).
  • Assists in the preparation of the annual Fiscal Content Area self-assessment.



Associates Degree or equivalent college credits from an *accredited institution in business, human resources, or a related field.


Minimum of two (2) years’ experience a financial role in a government entity or federally funded or non-profit organization.

A combination of the following education and experience may be substituted for the requirements:

High School Diploma or GED Degree and three (3) years of experience in government funded or non-profit organization providing finance and human resources support administration or Bachelor’s Degree and one (1) years of experience in government entity, federally funded or non-profit organization with similar experience.

*Listed in the US Department of Education’s Database of Accredited Postsecondary Institutions and Programs


*Reliability: Is utterly reliable, always delivering on promises and maintaining the highest standards of quality

*Integrity: Is a champion for integrity, honesty and openness

*Enthusiasm & Engagement: Is fully engaged with the organization's values and goals.  Is an enthusiastic ambassador for the organization in all areas.

*Teamwork/Building: Facilitates team activities that promote effective peer and work relationships. Creates a culture of accountability and fosters the building of effective teams across the organization.

*BCHS’s Core Values

Organizational Relations: The degree to which the employee collaboratively works with other internal departments, agencies, and/or outside organizations. The level of response to internal and external requests. Anticipation and control of obstacles.

Analytical Skills: The ability to observe, evaluate, summarize, and apply meaningful data in the problem-solving process. The level of logical reasoning necessary to connect required actions to desired outcomes. The ability to forecast events based upon current situations. Demonstrated skill in generating alternative solutions to problems.

Job Knowledge: The depth and breadth of know-how to perform essential duties and functions of the job. The level of compliance with degree, certification, and training requirements. Understanding of how individual job performance furthers organizational objectives. Willingness to update and expand skills, knowledge, and training.

Confidentiality: Maintains the highest level of confidentiality.  Ensures all employee, children, and family’s sensitive and personally identifiable information (PII) is secure and not shared with any unauthorized individual, agency, or company.

Physical Requirements

Tasks involves light physical effort (i.e., some standing and walking, or frequent light lifting of less than 10 pounds); and minimal dexterity in the use of fingers and limbs in the operating of office equipment. Tasks may involve extended periods of time sitting at a workstation and utilizing a keyboard. 

Sensory Requirement:

Some tasks require manual dexterity. Tasks require visual and hearing acuity. Tasks may involve identifying and distinguishing colors. Tasks require oral communications ability.

Other Requirements:

Although some of the duties in this job description my be performed from a remote location at certain times, the role requires the Program Finance Specialist be onsite in the administrative office located in Pittsfield, Massachusetts the majority of the time. A valid driver’s license and/or reliable transportation to and from the location is required.

Berkshire County Head Start welcomes and encourages hiring and retaining bi-lingual staff.  The ability to speak, read, and write in English is required.


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