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HomeMy WebLinkAboutFiscal and Grants Coordinator JEFFERSON COUNTY Job Description Job Title: Fiscal and Grants Coordinator Department: Juvenile Services Reports To: Director of Juvenile Services FLSA Exempt: No Union: UFCW BBP: No Salary Level: Grade 25 Location: Courthouse Approved By: Human Resources Manager Approved Date: July 2020 SUMMARY Performs various bookkeeping activities to maintain fiscal records and grant budgets. Responsible for fiscal management including administration of federal and State grants, being the primary financial contact for grant issues within the Department, by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Assists in the planning, organizing and implementing systems related to financial information for reports required from Department, for budget and grant administration. Accounts Payable duties include input of vouchers, maintaining employee payroll and time sheet records, ordering supplies and monitoring expenditures of grants to ensure compliance with grant requirements. Determine the data necessary to provide status of all programs within the Department. Implement cost effective measures and use technology effectively to measure productivity. Accounts Receivable duties include federal and State grant billing on a monthly or quarterly basis, tracking grant funding during the grant period, provide reports or other required information regarding grant distribution, and renewing federal grants for the CSW program. Performs reconciliation, balances books and complies reports on a recurring basis to show statistics, such as cash receipt and expenditures, accounts payable and receivable, time sheets and other items pertaining to the operations of the department. Tracks detention costs, prepares detention billings for parents, and tracks volunteer and CSW hours for Department of Labor and Industry reporting. Reviews, develops and installs bookkeeping procedures and systems. Jefferson County Job Description: Juvenile Services Fiscal and Grants Coordinator Page 2 of 5 Performs clerical procedures for the front office, together with providing staff support for the Guardian ad Litem(GAL), Diversion, Children In Need of Services (CHINS), Community Service Work(CSW) and Youth at Risk(YAR)programs. Assists with the coordination of volunteers for the diversion and GAL programs. As needed, assists with general office duties including: front office receptionist duties; providing juvenile case history and referral information to Prosecuting Attorney's Office; greet juvenile, parent and the general public; answers incoming telephone lines for the Juvenile Services Department and route calls to appropriate staff; ascertain the nature of business; and obtain routine information and/or standard information in response to general questions concerning juvenile matters. Receive and log all referrals received from the Prosecuting Attorney's Office. Tracks referrals to result, i.e. charging (offender), diversion or non- offender, such as a truancy, dependency, run away or contact only. Route information to the appropriate staff members. Open and prepare case files, assemble necessary forms and information. Prepare initial information, including criminal history. Process the Diversion intake information and prepare Diversion case for the Community Accountability Board (CAB) hearings. Prepare legal documentation and initiate correspondence in the course of staff support responsibilities. Update and process court data from court minutes to the State JUVIS system for offender, diversion, non- offender(CHINS and YAR) and dependency cases. Track and record all urine analyses (UA) laboratory results and provide necessary documentation to parties involved. Prepare dependency case reports by the GAL volunteers for court hearings. Distribute necessary information to dependency volunteers regarding their cases. Perform other duties as assigned or required. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures. Problem Solving- Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason even when dealing with emotional topics. Technical Skills-Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Keeps emotions under control. Jefferson County Job Description: Juvenile Services Fiscal and Grants Coordinator Page 3 of 5 Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources. Diversity -Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgement- Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision - making process; Makes timely decisions. Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources. Professionalism-Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality- Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality. Quantity-Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. Safety and Security- Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability- Follows instructions, responds to management direction; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); and four(4) years as a Juvenile Court Services Clerk II; and experience and/or training in accounting, bookkeeping, record keeping; or advanced computer software applications, or equivalent combination of education and experience. Jefferson County Job Description: Juvenile Services Fiscal and Grants Coordinator Page 4 of 5 LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, legal pleading, court orders, and computer procedure manuals. Ability to write reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs. REASONING ABILITY Ability to understand moderately complex instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in non- standardized situations. CERTIFICATES, LICENSES,REGISTRATIONS Valid Washington State Driver's License Must pass a criminal history background check OTHER KNOWLEDGE, SKILLS AND ABILITIES Extensive knowledge of legal practices,procedures, legal terminology and document formats. Knowledge of best practices for Juvenile Courts including case management awareness and knowledge of WAJCA Risk Assessment. Knowledge of child welfare and development, delinquent behaviors and family dynamics. Knowledge of computers and skill in the demonstrated use of spreadsheet, database, word processing, and other software applications used in the operation of the department. Knowledge and understanding of the public school system. Ability to work independently. Ability to organize, evaluate and present information. Ability to secure and impart information accurately. Ability to use tact and judgment in responding to public, law enforcement,juvenile, school administration, and officials from other agencies. Ability to remain calm and productive in a busy office environment under stressful conditions. Jefferson County Job Description: Juvenile Services Fiscal and Grants Coordinator Page 5 of 5 Ability to establish and maintain effective working relationships with co- workers,public officials and the general public. Understand the need for maintaining confidentiality of sensitive information. Ability to remain calm under stressful conditions and work under conditions that may include situations of volatility on the part of juvenile offenders. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to stand; walk; sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER This position is not part of a career ladder.