JOB OBJECTIVES: Under the general direction of the Fiscal Officer for Portage County Department of Job & Family Services (PCDJFS), incumbent is responsible for contract administration, grants management, establishing, maintaining and designing accounting systems, solving accounting problems, fiscal procedures and policies, and performing internal audits. This involves reconciling accounts, financial reporting and analysis, advising the agency on fiscal/financial problems and procedures, and ensuring that the agency follows proper accounting procedures.
ESSENTIAL JOB FUNCTIONS:
- Perform data analysis and reconciliations, solve accounting problems, and recommend procedures, policies and process improvements.
- Perform monthly financial reconciliations (e.g. cash balances, pay-ins, disbursements, expenditures, etc.) and reconciles account and line item balances with the County Auditor’s staff records of account.
- Download and upload financial data to the state and granting agencies.
- Oversee JFS grant activities, including budget preparation, coding and processing of encumbrances and expenditures, monthly reconciliations and quarterly financial report preparation.
- Ensure timely payment of grant and contract invoices in accordance with generally accepted accounting principles and county procurement process.
- Solely responsible for coordinating with agency administrators and internal services to prepare Request for Proposals (RFPs) and agency contracts (conduct cost analysis, draft RFP/Contract, ensure all state and federal guideline language is included, evaluation of bids, and execution of contracts).
- Perform all aspects of timely development, revision, and evaluation of agency contracts including evaluating other similar contracts, negotiating with providers, researching legislation and regulations, etc.).
- Review, analyze & process contract invoices; monitor contract expenditures over the life of the contract.
- Provide technical assistance and training to contract providers as necessary; ensure that contract providers are adhering to contract requirements.
- Adhere to Local, State and Federal laws and regulations.
- Prepare monthly journal entries, expenditure corrections and budget amendments as needed.
- Prepare and maintain various agency financial records and reports.
- Perform basic and advanced-level budgeting duties.
- Perform internal audits and external contract monitoring (ensure compliance with internal and external rules, regulations, and procedure; case review, program documentation and contracts, review financial data, and analyze processes and procedures to assess compliance, etc.).
- Prepare agency for audits and serve as liaison for the agency.
- Prepare and submit various state required reports to be in compliance and ensure continued funding (e.g. Hinkle Report, Title XX Report, FCFC Report, etc.).
- Prepare confidential correspondence and reports.
- Legal consultation with Prosecutor’s office regarding appropriate contract verbiage, RFP requirements, and any other legal concerns.
- Responsibility with risk in relation to large dollar amounts of contracts management, approval and payment of invoices with proper coding, and audit responsibility to ensure completeness and accuracy in relation to funding requirements.
- Assist with labor contract negotiation preparation.
- Respond to written and telephone inquiries which are sensitive in nature and assist in resolving complaints in a timely manner.
- Keep current in area of responsibility by attending conferences, training applicable to area of expertise, and all required agency meetings.
- Assist Fiscal staff with the performance of fiscal/financial and clerical duties, when necessary.
- Collate data and records to assist with end of year closeout, record retention, and preparation for upcoming calendar year.
- Perform other related duties as required.
- Operate a motor vehicle as needed to perform the essential functions.
- Demonstrate regular and predictable attendance.
NON-ESSENTIAL JOB FUNCTIONS:
Perform other related functions as needed.
JOB REQUIREMENTS
Systems: Ability to operate computers for data input and retrieval; proficiency in Microsoft Office, GroupWise and Internet Explorer; knowledge of CRIS-E, OIES, SACWIS, OWCMS, SETS, Maximus Ledger Suite, MUNIS, MITS, BUY-IN, E-GATEWAY, E-QUIL, CCIDS, Time Force, Agency’s Digital Imaging system and other systems as required by program area responsibility.
Equipment: Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, scanner, fax machine and shredder.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position:
- Communication Skills – Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
- Customer Service – Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
- Ethics – Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
- Initiative – Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
- Interpersonal Skills – Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others’ ideas and try new things.
- Planning – Establish well developed short- and long-term plans to meet future needs. Recognize progress points and monitor plans to achieve desired results. Implement contingency plans. Adhere to schedules and plans with ability to prioritize.
- Technical Skills – Thorough knowledge of federal, state, county and departmental policies, procedures and practices. Knowledge of JFS computer systems and related software packages, including policies and procedures associated with their use. Pursue training and development opportunities to continuously build knowledge and skills. Share expertise with others. Demonstrate knowledge of public administration principles. Ability to define problems, collect data, establish facts, and draw valid conclusions.
Job Standards: Associate’s Degree in accounting, business administration or related field and a minimum of three (3) years experience in accounting. Bachelor’s Degree preferred. Must possess a valid Ohio driver’s license and maintain continuing eligibility under the existing County driver eligibility standards.
DIFFICULTY OF WORK:
Work involves varied, complex, non-standardized tasks requiring coordination of detailed data and information, as well as, a variety of tasks and people requiring the application of many established rules, regulations, laws and procedures as applied to multiple issues. Incumbent must be able to manage a large amount of data while ensuring adherence to the state and federal law, state and federal rules and regulations and professional standards and codes of conduct.
RESPONSIBILITY:
Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Errors in work are detected within the office in which they occur, possibly affecting the work of others, requiring expenditure of time to correct and could result in non-compliance with laws or policies.
PERSONAL WORK RELATIONSHIPS:
Incumbent has contacts with co-workers, employees of the County, and with the general public. The purpose of these contacts is to provide information, services and assistance, to coordinate departmental efforts internally and with other County departments and outside entities, and to ensure compliance with policies, procedures, laws and regulations.
PHYSICAL EFFORT AND WORK ENVIRONMENT:
Physical Requirements: Incumbent performs sedentary work that may require lifting up to fifteen (15) pounds occasionally. Ability to operate a motor vehicle.
Physical Activity: Incumbent performs the following physical activities: talking, hearing, standing, walking, sitting, driving and repetitive motions.
Visual Activity: Incumbent performs work where the seeing job is close to the eyes.
Job Location: Incumbent works inside with no exposure to adverse environmental conditions.
