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HomeMy WebLinkAbout071921ca09 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners FROM: Mark McCauley, Interim County Administrator Rose Ann Carroll, County Auditor Stacie Prada, County Treasurer DATE: July 19,2021 SUBJECT: Request for Board of County Commissioners to approve a motion committing to approve budget for salaries and benefits in the 3rd Quarter supplemental related to two proposed new positions: a Finance Manager position,job description attached, and a Grant Administrator position,Auditor's memo attached STATEMENT OF ISSUE: Jefferson County needs a full-time Finance Manager to manage the county's finances, in conjunction with the County Auditor and Treasurer,other elected officials and department directors. This need has been compounded by the county's share of American Rescue Plan Act funds that we expect to total more than $10,000,000 in the next three years. Managing and accounting for those funds will be a significant task and no one at the county currently has the bandwidth to handle it. In addition,the County needs a grants administrator if it is to maximize the use of grant funds available at the federal and state levels.Grant management is complex and we forgo many grant opportunities because we don't have the bandwidth to take on more grant administration responsibilities. ANALYSIS: The attached Finance Manager job description,approved by the HR manager,will serve as a basis for recruitment. We haven't finalized the grant administration job description yet,but the attached memo from the Auditor explains the duties proposed for the position. However, we currently don't have salary and benefits budget for either of these positions. Should the Board of Commissioners wish to proceed with these recruitments they could approve a motion committing to approve the related budget in the 3rd Quarter supplemental. Staff recommends that the Board approve such a motion. FISCAL IMPACT: This request, in and of itself,has no fiscal impact. However,there will be a fiscal impact when the positions are filled, amounts to be determined. Both of these positions can be fully or partially funded with ARPA funds through 2024. In addition, grants allow some grant revenue to be used for grant administration. RECOMMENDATION: That the Board of County Commissioners commit to approving salary and benefits budget related to the proposed Finance Manager and Grants Administration positions in the 3rd Quarter supplemental. REVIEW BY: ./w Mark McCauley, terim County Admi st ator Date JEFFERSON COUNTY JOB DESCRIPTION Position: FINANCE MANAGER FLSA: Exempt-Administrative Department: Commissioners/County Administrator UNION: Exempt Annual Hours Worked: 2080 Exempt Salary Grade: MGR21 (to be decided) Approved date: July 2021 Approved by: Human Resources Manager MAJOR FUNCTION AND PURPOSE Responsible for overarching County budget development, financial planning and analysis. Provides general oversight of grant process for the County, including monitoring and compliance. Works in coordination with the County Auditor and County Treasurer. Pending future internal organizational changes, may be assigned oversight and supervision of County payroll process. SUPERVISION RECEIVED Persons in this position are given significant discretion, within the scope of policy and regulations, in the performance of their duties; supervision and guidance are received from the County Administrator and the elected Board of County Commissioners. This position is a senior management position within the County organization. SUPERVISION EXERCISED Supervises clerical and support staff and clerk hire positions as assigned in support of the Finance function, which may include interviewing and making final recommendations on hiring and firing,training employees, planning, assigning and directing work, and appraising performance. May be assigned payroll staff supervision. SPECIFIC DUTIES AND RESPONSIBILITIES Budgeting • Manage the County budget process in coordination with the statutory authority of the County Auditor and County Treasurer. • Forecast and track County revenues and expenditures. • Develop proactive budget goals and objectives for preparing the County budget. • Be a resource to Elected Officials and department directors as they develop budget requests. • Prepare reports, analyze data,prepare projections, and develop options in support of the financial responsibilities of the County Administrator and Board of County Commissioners • Review budget requests, develop budget balancing strategies, prepare the County Administrators recommended operating and capital budgets, and prepare the Commissioners' budget for hearing. • Develop multi-year strategies for the operation and financial health of County services. Jefferson County Job Description: Financial Manager Page 2 of 5 Financial Planning and Analysis • Analyze short and long-term financial implications of County programs and policies; recommend financial practices and cost cutting efficiencies. Recommend and help administer best financial management practices. • Present financial analyses of existing and proposed policies and programs. • Track County staffing costs and projected costs, including cost forecasting pertaining to labor negotiations. • Review contracts, policies and programs for financial impacts. • Manage procurement policies and practices. • Identify and pursue revenue sources to support County services. Works with County Auditor and executive staff on Jefferson County's Annual Financial Report review and submittal to State Auditor. Researches and compiles data related to coordinating department/division budgets, expenditures, revenues,billing, and collections from various grant/fund sources; prepares estimates and projections for management. Grants • Identify and pursue revenue sources to support County services and prepare grant applications. • Provides information to assist County Departments with preparation of grant applications and negotiation of terms of grant agreements. • Supports and collaborates with County Departments regarding grant submittals, monitoring and compliance. • Applies for grant budget and scope of work amendments,prepares or reviews reimbursement requests, oversees and manages grant reporting and reimbursement processes for the County. Payroll • May be assigned oversight of the payroll process for the County including: o Supervision of payroll staff. o Assure payroll processes are accurate, documented and up to date. o Acts in a back-up capacity to payroll staff as required. o Tracks and monitors new laws or regulations pertaining to the payroll process. o Assures all payroll processes comply with all laws, rules and regulations. County Operations: • Serve as a member of senior management to advise and assist the Administrator and Commissioners to establish and implement public administration best management practices and conduct strategic planning for the improved operation of County government. • Serve on task forces and committees participating in the County's strategic planning, and addressing County-wide policy and management issues. • Maintain effective relations with the independent Elected Officials and department directors, and coordinate activities with other governments and private and civic organizations. • Help establish and update service level goals, and maintain a performance benchmark and monitoring system to support quality and efficient county operations and delivery of services. Jefferson County Job Description: Financial Manager Page 3 of 5 • Exercise broad authority in developing policies and programs, and administer them once adopted. Conduct research and develop policy recommendations regarding a variety of difficult and complex administrative or management issues related to County financial programs, operations, and services. • Manage special projects and provide other support as requested by the County Administrator. Interpret regulations and advise the County Administrator, the Board and other County officials on the various implications of proposed decisions or activities. • Perform other tasks as directed. • Receives, interprets, and acts upon administrative or legislative changes as they apply to the area of responsibility. • Performs other duties as directed. REQUIRED KNOWLEDGE,SKILLS AND ABILITIES Requires expert knowledge of accounting and bookkeeping principles and ability to prepare difficult or involved audits, balances, financial analysis, cost benefit analysis, annual reports and other important financial statements. Ability to define problems, collect data,establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Ability to apply principles of mathematical concepts such as fractions, percentages, ratios and proportions to practical situations. Knowledge of Federal, State, and County policies and regulations affecting area of responsibility. Ability to develop, improve, and implement accounting and bookkeeping procedures and systems in the interest of efficiency, effectiveness and standardization. Knowledge of project and grant management accounting and reporting. Ability to lead with strong interpersonal and organizational skills and possess a positive, business-like approach to problem solving. Ability to maintain a progressive working environment focused on productivity,teamwork, fairness and accountability. Ability to use a personal computer and software, calculator, and other office equipment standard to areas of assignment and to adapt to new technology and/or modified equipment which may be acquired. Advanced skill in the use of spreadsheets, databases and other computer software applications. Demonstrated successful supervisory and managerial experience. Implement and maintain sound organizational practices. Maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and budgets. Independent and self-motivated to meet required deadlines while simultaneously completing other tasks. Ability to establish and maintain cooperative working relationships with other County departments and outside agencies. Knowledge of Generally Accepted Account Principles(GAAP) and governmental accounting practices and techniques including the Washington State Budget and Recording System procedures(BARS). Ability to plan,develop, and implement policies and procedures, and ensure compliance with local, state and Jefferson County Job Description: Financial Manager Page 4 of 5 federal health and safety regulations and within the framework of the department. Ability to quickly grasp new techniques,deal with rapid changes in events,remain calm in stressful situations, and relate to various personality styles in a calm,professional manner. Understand the need for maintaining confidentiality of sensitive information. Assure efficient and effective utilization of department personnel, funds,materials, facilities and time. Ability to effectively communicate verbally and in writing; read,analyze, and interpret common scientific and technical journals,policy and regulations,and legal documents; write speeches and articles for publications that conform to prescribed style and format; and,effectively present information to top management,public groups, and/or boards of directors. COMPETENCY To perform the job successfully, an individual should demonstrate competence in the following areas: Technical Skills-Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service-Responds to requests for service and assistance;Meets commitments. Interpersonal Skills-Focuses on solving conflict,not blaming; Maintains confidentiality; Listens to others without interrupting;Keeps emotions under control. 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 technical/legal information. Analytical Skills- Synthesizes complex or diverse information; Collects and researches data; Evaluates and develops alternative solutions and recommends methods,procedures and techniques. Problem Solving-Identifies and resolves problems in a timely manner. Quality Management-Improves processes,products and services; Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. 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 organizations goals and values. Judgment-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; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. 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. Quantity-Meets productivity standards; Completes work in timely manner; Works quickly. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation;Able to deal with frequent change,delays or unexpected events. Jefferson County Job Description: Financial Manager Page 5 of 5 Dependability-Follows instructions and responds to management direction;Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative-Volunteers readily; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed. Innovation-Generates suggestions for improving work; Develops,designs or creates new applications, ideas, relationships or systems. MINIMUM QUALIFICATIONS Bachelor's(BA)degree in accounting or business related field and two(2)years-experience in governmental accounting; or Eight(8)years-experience in progressively responsible accounting positions supplemented by course work in accounting or government accounting; or equivalent combination of education and experience. Public sector experience preferred. Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance,maintenance,and improvement. Valid Washington State Driver's License and the ability to maintain a valid license. WORK ENVIRONMENT/PHYSICAL DEMANDS The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the 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 frequently required to speak or hear, sit and use hands to finger, handle,or feel objects,tools, or controls. The employee occasionally is required to climb or balance;and, stoop,kneel, crouch or crawl; sit; stand; walk; and,reach with hands and arms. The employee must occasionally lift and/or move up to 35 pounds. Specific vision requirements include: close, distance, color,peripheral,depth perception,the ability to adjust focus,and the ability to read small print. The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change. c N �o� Rose Ann Carroll 4., JEFFERSON COUNTY AUDITOR PO Box 563, Port Townsend WA 98368 (360) 385-9118 I N GAO E-MAIL: carrolral@co.jefferson.wa.us MUM To: Mark McCauley, County Administrator Andy Rowlson, HR Manager From: Rose Ann Carroll, Jefferson County Auditor Date: June 1, 2021 Subj: Need for Grant Administrator Position Taking the following into consideration: ➢ Grant administration and management are handled at the department level. ➢ Smaller departments do not have adequate resources (staff and training) to administer and manage the awarded grants. ➢ Smaller departments do not apply for grants due to not having the resources to administer and manage. ➢ Grants are relied on heavily to help provide needed services to the county. ➢ More and more grants being awarded can lead to findings by the State Auditor. > Findings have an effect on the county's bond rating and reflect how well the county is managing resources to provide services to citizens. ➢ ARPA funds will need to be closely monitored, tracked and in an auditable state at all times. This position would handle the day to day administration. This would include but would not be limited to the following: > Grant accounting • Grant reimbursement review and request for submittal to granting agencies. ➢ Grant reporting ✓ Prepare report on grant activity to Budget Manager and BoCC. ✓ Prepare annual report of grant activity for both State and Federal authorities. ➢ Maintain accounting records for grants — ✓ Prepare/review grant revenue and expenditure worksheets monthly. ✓ Track grant balances and reconcile annually. ✓ Follow up with grant recipient departments on discrepancies and irregularities for corrective action to be taken as needed. ✓ Prepare journal entries to correct account coding errors. ✓ Grant files would be kept in an auditable state at all times. > Review, record, reconcile and update departmental grant budgets. ➢ Provide technical, budget, reimbursement and file review assistance to departments. ➢ Ensure grant compliance for Jefferson County.