Fiscal Manager (Youth Shelter Program)

POSITION SUMMARY:

The Fiscal Manager ensures accurate accounting records for receipts and/or disbursements within the department. Duties include performing complex financial reconciliations, analysis and accounting tasks while applying generally accepted accounting procedures to the preparation and maintenance of accounting and other records, and preparing financial, statistical, and/or technical reports. Work involves the development and monitoring of the department's annual County budget and the Needs Based Planning Budget required annually by the State Department of Human Services (DHS), Office of Children, Youth and Families (OCYF), and County Children & Youth Services Department including all amendments and revisions. Fiscal Manager will oversee the annual budget documentation for per diem process required by DHS/OCYF for per diem and Federal IV-E funding qualifications. Supports and attends, as needed, all fiscal related meetings associated with County or State budgets and fiscal updates to provide analysis and dissemination of financial information.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Responsible for fiscal, budget, and internal and external financial reporting oversight, support and analysis pertaining to the Youth Shelter operation. Meets with fiscal staff, Budget Office staff, Shelter Care Director and staff, Children & Youth Services director, Managers and Contract oversight, CFO and CAO to provide fiscal analysis, support, and feedback.

• Maintain direct responsibility for all fiscal and accounting functions associated with the contract between the County and the Department of Human Services (DHS). Responsible for annual budget review, evaluation and monthly monitoring process including evaluation and submission of relevant budget transfer and appropriation requests.

• Guide, interpret, analyze, and communicate financial and operation matters to the Administrator and aid in decision-making processes.

• Analysis that is to be performed includes cost projections, wage, overtime, headcount, unit costs, per diem, fee for service, ROI, random moment time studies and related impacts of proposed policies, year to date spending and budget needs.

• Responsible for the ongoing quarterly reporting of revenues and expenditures and reconciliation with the official general ledger record. Ensures programmatic compliance for eligible costs and timely submission of all budgets and invoicing including funding, cost, and statistical reporting. Interacts closely with the Youth Shelter Administrator and Children and Youth Services Administrator to ensure proper oversight of the fiscal processes and to ensure that all relevant county, state, and federal policies are followed.

• Oversee department budget and budget revisions for the County, State and Federal Government. Control and use the financial resources of the department to process invoices for payment and funds transfer. Reviews previous expenditures, analyzes program changes and projects estimated costs based on funding limitations.

• Annual budget development includes wage and fringe benefit budget development, income and cost forecasting, coordination, monitoring, union contract negotiations impact analysis, and wage and benefit proposal impact analysis. Responsible for multiyear cash forecasting and monitoring.

• Liaise with DHS for financial matters. Oversee DHS required reports (Per Diem invoicing, vendor invoices, budget submissions, etc.) and ensure proper distribution of funds to all programs and departments to maximize use of resources for maximum output to the County and Community.

• Performs reconciliations on a quarterly basis for the County Controller's Office to sustain quarterly, semi-annual, and year-end close procedures.

• Responsible for the department's accounting within the County's general ledger system, preparing reconciliations as needed.

• Participate in the annual audit. Work with auditors to complete the audit. Prepare the County's audit notes.

• Communicate financial concerns to the Administrator. Attend regular financial meetings with the Administrator. Address County concerns and recommend changes or ask for clarifications of fiscal reporting.

• Review report and statistical data from the state, county, and the DHS and Advisory Councils. Oversee the presentation of relevant annual financial reports to the Administrator, management staff, Board of Commissioners and Advisory Councils.

• Responsible for the preparation of bi-weekly payroll.

• Responsible for all fiscal and accounting and reporting functions associated with the contract between other Counties and the County of Berks, including preparation and submission of invoices for payment by Other Counties, as required.

• Approves purchase orders using County's accounting and procurement software.

• Prepares accounts receivables for payment by the Controller's Office.

• Responsible for calculating actual per diem costs to contractual rates and recommending changes to the Deputy Director of Budget and Finance, as needed.

• Advises management concerning the effective use of available funding, budget changes and anticipated excesses and shortages. Prepares revisions and amendments to the department budget.

• Serves as department liaison to the County Controller's Office, Purchasing Office, and the Budget Office.

• Supervise Account Clerk III through consultation and assignment of duties. Review work of employees performs staff evaluations and corrective action plans. Maintain attendance records and approve leave requests.

• Assists with general administrative tasks including the processing of human resources-related forms, filing, coordinating meetings, etc.

• Serves as a liaison with internal departments and external agencies as necessary. Convert county calendar year basis or recording expenses and revenues to state fiscal year accrual basis.

• Prepare and coordinate all aspects of the annual County of Berks budget submission and related forms, submissions, and analysis.

• Prepare and coordinate all aspects of County period close requirements including entry of receivables, reconciliations and required Audit preparation and documentation.

• Complete other duties and responsibilities as assigned.

• Occasionally travel on an as-needed basis for training and to complete assigned duties.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor's degree in accounting, finance, or business with emphasis in accounting or finance

• 5+ years recent experience in public sector financial accounting and and/or budgetary analysis or related private sector experience.

• One year of experience in a supervisory or lead role.

• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

• FBI, State police and ChildLine clearances.

• Valid state-issued driver's license. (keep, only if applicable to the position.)

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of generally accepted government accounting principles as they pertain to fund accounting.

• Working knowledge of the principles and practices of auditing and cost accounting.

• Working knowledge of the criteria for operating verses quasi-external operating transfer classifications.

• Ability to analyze complex financial related activities.

• Ability to analyze Regulatory Acts and translate the economic provisions into budget dollars and related general fund impact.

• Ability to evaluate, develop and institute new accounting forms, records, procedures and controls.

• Ability to develop and implement fiscal goals and objectives.

• Ability to meet deadlines and manage multiple tasks.

• Ability to function autonomously with minimal supervision.

• Ability to plan, organize and direct the work of others.

• Ability to initiate work independently and assume leadership on critical issues.

• Ability to exercise judgment and discretion in applying and interpreting departmental policies and procedures.

• Ability to establish and maintain effective working relationships.

• Good analytical and problem-solving skills.

• Proven attention to detail and timely follow-through.

• Accomplished user of Excel, and Power Point to create financial analysis, including creation of pivot tables and use of import function.

• Extremely organized and attention to detail.

• Ability to multitask and reprioritize goals and deliverables on a daily, weekly basis.

• Excellent oral and written communication skills.

• Physical presence in the office is required.

• Ability to handle stress.

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 40 pounds a distance of 15 feet or less. Eyestrain - Long periods of time looking at a computer screen. Long periods of sitting are required when analysis must be completed.

WORKING ENVIRONMENT:

Normal office environment. Position requires occasional travel outside of Berks County, and overnight travel may be required. Incumbent must have access to transportation.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.