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HomeMy WebLinkAboutJS - Finanial & Buisness Operations JEFFERSON COUNTY Job Description Job Title: Financial and Business Operations Coordinator Department: Juvenile and Family Court Services Location: Courthouse Reports To: Juvenile Court Administrator FLSA Exempt: NO UNION: UFCW BBP: NO Salary Level: Grade 28 Approved By: Human Resource DirectorSatAA"-},(4,60A---- (` Approved Date: March 2022 SUMMARY The Financial and Business Operations Coordinator is responsible for coordinating business-related activities involving complex budgets, payroll records,and other financial documents and systems related to the functioning of the Juvenile and Family Court. This position monitors and analyzes the fiscal condition of the Department, as well as serving as the Site Coordinator for State records information systems such as JABS, JCS,Odyssey, as well as tracking systems and data collection related to grant supported programs. Under the direct supervision of the Juvenile Court Administrator(JCA),this individual performs a variety of complex duties associated with office administration. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Prepares and maintains department financial data through accurate accounting and distribution of income and expenses to appropriate funds, line items and grants. Prepares financial analysis and a variety of reports as required. Works with JCA to prepare, monitor and maintain departmental budget. Provides ongoing reports to the JCA on the financial condition of the department. Working with the JCA coordinates the budget process, analyzes and recommends changes, reviews quality and accuracy of budget documents, prepares and assists in coordination and presentation of the annual or bi- annual budget for the department and its divisions. Assists the JCA in the development, implementation, and overseeing of policies and procedures that relate to the financial activities of the Department. Plans and coordinates administrative functions. Prepares department payroll for approval submittal. Performs billing functions by reviewing, preparing and inputting all office bills,vouchers, purchase orders, etc. Monitors the cost performance of programs for purposes of budget control and compliance with State, County, and other agency contracts. Prepares specialized grant and contract quarterly or annual data and reports. Assists program managers in preparing the fiscal portions of grant applications and the coordination of any grant matching requirements. Financial and Business Operations Coordinator Represents the Juvenile and Family Court at all budget related committee meetings, answering questions and providing analysis of Juvenile and Family Court budget issues. Audits the pettycash and other accounts within the department and keeps records p p of those accounts. Establishes and maintains financial policy and procedure manuals, forms, and processes for accounts payable entry, grant tracking and reporting, as well as emergency financial procedures in coordination with county auditing policies. Tracks all detention stays in accordance with detention contracts.Reviews and analyzes detention expenditures in all detention program areas. Monitors the cost performance of detention programs and activities. Assists the JCA in approving and monitoring all county leave requests, including sick leave, annual leave, comp time,FMLA, etc. Handles travel, workshop and training arrangements for JCA and department staff as needed. Assists the JCA in the recruitment process of new employees such as posting positions,tracking applicants and arranging background checks in conjunction with County Human Resources Department. Assists with new employee training in the areas of Health and Human Services policies and onboarding procedures. Handles a variety of confidential files and documents while performing administrative work for the JCA. Maintains flow of administrative paperwork to and from the Department. Ensures timeliness for internal and external responses. Prepares all MOU's, contracts,and agreements for county contract review and eventual presentation to the BOCC. Compiles information, researches and distributes information from administrative records and files. Performs file searches as necessary. Researches,composes and/or prepares correspondence, reports, legal documents, and notifications from standard layouts and formats,using judgment and inserting contents as authorized and required. Maintains oversight of central records/documents. Acts as a liaison for the JCA and staff by interacting with customers to ascertain individual need, and may provide specific information when appropriate, but routes to appropriate individual for resolution when warranted. Subjects may be of a technical, legal and/or confidential nature. Works with JCA as directed to assist in improvement of operating concepts,work processes and other key administrative and customer service systems. Performs all duties related to the appropriate sealing and destruction of any juvenile record, including but not limited to routine, administrative, and/or other lawful requests to seal, destroy and/or expunge juvenile records. Monitors supply usage and ensures needed supplies are ordered. Directs other staff on the handling of service on office equipment. Assists the JCA in directing all activities related to public records requests to include the coordination, gathering, and verification of all information or data for submittal. Assists JCA in developing and implementing annual and long-range departmental programs and procedures to accomplish department goals and policies. Page 2 of 5 Financial and Business Operations Coordinator Accepts and completes special projects as assigned by the JCA. SUPERVISORY RESPONSIBILITIES This job has no direct supervisory responsibilities but is a `lead' in areas of assignment. Lead responsibilities include coordination, assigning, monitoring and review the work of other employees in administrative or legal processes and procedures. Persons in this position will edit their own work and may edit the work of co-workers. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Professionalism—Approaches other in a tactful manner, reacts well under pressure and treats others with respect and consideration regardless of their status or position. Appreciates the behaviors and energy of young people. Accepts responsibility for own actions and follow through on commitments. Safety and Security—Observes safety and security procedures;reports potentially unsafe conditions; uses equipment and materials properly. Oral Communication—Speaks clearly and persuasively in positive or negative situations; listens and gets clarifications when needed; responds well to questions;participates effectively in meetings; presents information to small and large audiences. Written Communication—Writes clearly and informatively, edits own work for spelling and grammar. Varies writing style and format to meet specific needs;presents numerical data effectively; is able to read and interpret written information including data analysis and research publications. Problem Solving—Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics. Interpersonal Skills—Focuses on solving conflict, not blaming; maintains confidentiality, listens to others without interrupting; keeps emotions under control;remains open to other's ideas and tries new things. Cost Consciousness—Works within approved budget; develops and implements cost savings measures; conserves organizational resources. Organizational Support—Follows policies and procedures; completes administrative tasks correctly and on time; supports the organization's mission, goals and values. Ethics—Inspires the trust of others; works with integrity and ethically; upholds organizational values. Teamwork—Exhibits objectivity and openness to others' views; gives and welcomes feedback. Diversity—Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment. Judgment—Displays willingness to make decisions; 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; organizes or schedules other people and their tasks. Quality—Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quantity—Meets productivity standards; completes work in timely manner; works quickly. Dependability—Follow instructions and responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternative plan. MINIMUM 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. Page 3 of 5 Financial and Business Operations Coordinator EDUCATION and/or EXPERIENCE Associates degree(AA)or equivalent from a two-year college or technical school; and two(2)years in a progressively responsible administrative position, including two(2)years as an Administrative or Legal Assistant in the area of specialty or two(2)years of governmental or grant accounting experience and/or training; or, High School Diploma or GED and eight(8)years of progressively more responsible administrative experience in a legal or government setting and/or training; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read, analyze, and interpret general business periodicals,professional journals,technical procedures,r governmental regulations. Ability to write reports, business correspondence and procedure manuals.Ability to effectively present information and respond to questions from managers,clients, customers, and the public. 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 variables in non-standardized situations. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's License Pass a criminal history background check KNOWLEDGE, SKILLS AND ABILITIES Extensive knowledge of the financial and business operations of the juvenile court,to include full understanding of complex funding formulas, grant requirements, expenditure allowances, revenue sharing, strategic program cost analysis, governmental cost accounting and budgeting principles, practices and methods. Knowledge of payroll accounting. Extensive knowledge of legal terminology, court processes,confidentiality laws pertaining to minors and HIPAA. Solid understanding of the legislative process,public school systems, child development, child welfare system,Adverse Child Experiences, brain development and NEAR science, data processing systems, criminal records, and Department of Licensing regulations as they pertain to juveniles Advanced knowledge of computers and skills in the demonstrated use of Excel spreadsheet, database,word processing, and other software applications used in the operation of the department. Ability to 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 maintain confidentiality of sensitive matter sand information. Page 4 of 5 Financial and Business Operations Coordinator 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 sit,talk, or hear. The employee frequently is required to use hands to finger,handle or feel objects,tools, or controls,to reach with hands and arms, and climb or balance. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, 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 Not a career ladder position. Page 5 of 5