Under the direction of the Portage County Job & Family Services (PCJFS) Director, incumbent plans and administers all fiscal programs for the department; manages a variety of fiscal duties such as monitoring allocations and appropriations, preparing monthly contracts and participating in budget formulation; provides oversight over JFS payroll, travel, purchasing, mailroom, custodial and Information Technology (IT) which serves all JFS divisions, prepares various fiscal reports, records and analyses; advises administrative personnel and other agency officials on departmental fiscal and budgetary matters, and ensures compliance with federal, state, and county regulations. Incumbent reports to and interacts with Ohio Department Job & Family Services County fiscal personnel.
ESSENTIAL JOB FUNCTIONS:
- Plan and administer all fiscal programs for the department including establishing and maintaining necessary accounting, purchasing and inventory systems; design and update fiscal accounting procedures; monitor and reconcile funds for each agency function.
- Prepare budgets and cash forecasts; prepare projections and allocation requests for upcoming year with assistance from Auditor's Office and Commissioners' budget staff and signs off on low level budget decisions.
- Ensure that all allocations, appropriations, and cash balances are expended in accordance with federal, state and county guidelines; authorize purchases, expenditures and payments; ensure that agency bills are paid correctly and on time; apply to the state for reimbursement of expenses.
- Oversee the receipt and disbursement of funds, the preparation of vouchers for authorized expenditures, and the preparation of all fiscal reports and record keeping systems; monitor accounts payable and receivable; monitor and process all state and federal allocations and cash flow; reconcile state accounting records with County accounting records.
- Serve as Random Moment Sampling (RMS) Coordinator; oversee RMS process; ensure timely and proper completion of forms; meets with the Director and each division administrator on a monthly basis to review samples for coding and verbiage and advise on potential funding of programs for following quarter.
- Provide administrative supervision to the Fiscal, Business Services, and I.T. units which includes one M.I.S. coordinator, two supervisors, accountants, account clerks, custodial worker and clerical specialists.
- Provide administrative oversight over contract establishment, contract monitoring, payroll functions, oversees use and repairs of JFS vehicles, process all of JFS' incoming and outgoing mail, and JFS custodial staff which conduct routine cleaning as well as small repairs of JFS work areas.
- Complete state and agency reports, e.g., analytical reports of fiscal operations, financial statements, cash flow projections, manpower forecasts, expenditure and inventory reports, federal grant summaries and various correspondence; complete all monthly, quarterly and annual fiscal reports; verify the data included in fiscal reports.
- Oversee the tracking of indirect costs for county-wide cost allocation plan.
- Advise administrative officials on fiscal and budgetary matters.
- Prepare, maintain and oversee the preparation and maintenance of financial records, reports and statements; monitor allocations, reimbursements, expenditures and encumbrances for multiple grants & funding sources and ensure compliance with federal, state and county regulations.
- Coordinate budget preparation to comply with county and state requirements; prepare budget forecasts for state advances and prepare weekly cash draws.
- Perform data analysis, solve fiscal problems, and implement procedures, policies and process improvements.
- Participate in long-range planning for the agency; review and analyze financial data; advise upper management on fiscal and budgetary matters; prepare special reports as required.
- Prepare or assist in preparation of annual plans, requests for proposals and /or bid specifications; monitor compliance with plans, proposals and specifications as required.
- Prepare agency for audits and serve as contact person for auditors.
- Serve as fiscal liaison with county and state agencies.
- Carry out supervisory responsibilities in accordance with the county's policies and applicable laws; responsibilities include: interviewing, hiring, training, assigning and directing work, performance appraisal, discipline, settling grievances, addressing complaints and resolving problems, providing interpretation of County policies, procedures, rules and laws.
- Keep current in area of responsibility by attending conferences and training applicable to area of expertise.
- Represent County in off-site trainings, meetings, conferences, etc.
- Operate a motor vehicle as needed to perform the essential functions.
- Demonstrate regular and predictable attendance.
NON-ESSENTIAL JOB FUNCTIONS:
Performs related Essential and Non-Essential functions as needed.
I. JOB REQUIREMENTS
Systems:
Ability to operate computers for data input and retrieval; proficiency in Microsoft Windows, Microsoft Office and web browsers (Internet Explorer and Google Chrome), knowledge of CRIS-E, OIES, SACWIS, ODAPS, OWCMS, SETS, CFIS, MUNIS, MITS, BUY-IN, eGateway, eQuil, CCIDS, OCLQS, Time Force, Agency's Digital Imaging systems 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:
- Adaptability - Maintain effectiveness when experiencing major changes in work or environment. Manage competing demands. Adjust behavior or change approach or method to best fit the situation. Able to deal with frequent change, delays or unexpected events.
- Coaching - Provide timely guidance and feedback to help others strengthen specific knowledge/skill areas. Clarifies issues at hand, explains and demonstrates, provides feedback and reinforcement.
- 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.
- Delegation - Delegate work assignments or projects considering the knowledge, skills and experience of the assigned individual and characteristics of the assignment or project. Set expectations and give authority to work independently. Communicate time frames, gather appropriate information and evaluate results.
- 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.
- Judgment - Display willingness to make decisions. Exhibit sound and accurate judgment. Support and explain reasoning for decisions. Include appropriate people in decision-making process. Make timely decisions. Understand business implications of decisions.
- Leadership - Interact with others in a way that instills confidence in one's own intentions and in the intentions of the organization. Exhibit confidence in self and others. Inspire and motivate others to perform well. Effectively influence actions and opinions of others. Accept feedback from others. Give appropriate recognition to others.
- 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.
- Teamwork - Balance team and individual responsibilities to help accomplish work goals. Exhibit objectivity and openness to others' views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone's efforts to succeed.
- 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.
- DIFFICULTY OF WORK
Work involves highly complex, detailed financial data and information, working with a variety of tasks and people, requiring the application of many established rules, regulations, laws and procedures as applied to complex issues. Incumbent must be able to analyze a vast 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.
III. RESPONSIBILITY
This is a responsible position with considerable independence requiring a significant amount of judgment and sensitivity to the fiscal operations issues facing the County Dept. of Job and Family Services. Incumbent makes decisions daily without input from the JFS Director and is responsible for fiscal accountability of the Portage County Department of Job and Family Services. Errors in work are not always detected and may lead to state or federal sanctions or lawsuits.
- PERSONAL RELATIONSHIPS
Incumbent has daily contact with co-workers in the department, other County employees, the general public, elected and appointed officials. The purpose of these contacts is to provide information, services and assistance and to ensure compliance with policies, procedures, laws and regulations.
V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical Requirements: Incumbent performs sedentary work which may require lifting up to fifteen (15) pounds occasionally. Ability to operator 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.
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