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HomeMy WebLinkAboutFiscal Specialist CoordinatorJEFFERSON COUNTY Job Description Job Title: Fiscal Specialist Coordinator Department: Auditor Report to: Auditor FLSA Exempt (Y/N): NO Union: UFCW BBP: NO Salary Level: Grade 29 Approved by: Human Res avl& ources Di for Approved Date: September 28, 202Y' SUMMARY: Coordinates financial management of accounting activities. Provides technical leadership and training to financial staff in all County departments and conducts the final audit of vouchers, employee reimbursement payments, and payment for goods and services purchased by the County and other jurisdictions including Jr. Taxing Districts within the County. Monitors budget lines, contract compliance, tax collection and submission to Department of Revenue, IRS and assists with payrolls and other auditing procedures. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties may be assigned. Receive and audit vouchers, receipt books, and supporting documentation to insure compliance with contracts, policies and laws. Monitors budget expenditure and revenue reports, review for accuracy and make any necessary corrections and adjustments. Maintain accounts receivable and invoices for reimbursement projects. Verify that data from other financial staff is correctly entered into the financial data system in order to process weekly vouchers accurately and timely. Distribute property tags as needed to departments and maintain completed asset tag forms file. Distribute workload among other employees, provide direction, training and monitor the quality and completion of work. Assist the State Auditor's office in annual audits and self -report any non-compliance issues. Report non- compliance issues to elected official or department head. Serve as back up to the Accountant and assist in analyzing data for the annual report and general ledger. Assists accounting team with general ledger, year-end procedures and budgeting process, updating spending plans and the preparation of various annual report schedules and notes. Coordinate, prepare and submit registers of all requested accounts payable warrants to the Board of County Commissioners for final approval. Maintain lists of permanent records of the county. Maintain files of original voucher records in( compliance with retention schedules. Jefferson County Job Description: Auditor's Office Fiscal Specialist Coordinator Page 2 of 4 Prepare all payrolls and accounts payable warrants for Jr Taxing Districts including annual authorization signature document and sales/use tax report supporting documents. Prepare and provide monthly, quarterly and annual reports along with helping to facilitate assistance from State Auditor's Office. Audit the petty cash and checkbook accounts within the county and keeps records of custodians of those accounts. Coordinate with County departments to acquire appropriate forms and data needed to enter into financial system used in processing IRS reporting documents. Assist departments with establishing new vendors and track all vendors in the financial software system. Assist with the coordination, gathering and verification of data for responding to public record requests. Prepare and submit monthly Department of Revenue tax forms on behalf of the county. Coordinate quarterly with all departments for sales/use tax liability to report and pay on line to Department of Revenue by required deadlines. Process interface with jury system (Superior & District Court) and Public Works financial software system to pull over accounts payable claim warrants information to process vouchers. Work with department and/or IT as needed to resolve interface issues. Monitor and order check stock, receipt books, Jr. Taxing District voucher forms and asset tags. Establish and maintain financial policy and procedure manual, forms, and processes for accounts payable entry, including training of accounting system users. Establish and maintain emergency financial procedures and supplies which would allow the County to make payments in a major disaster. Maintain confidentiality of employee information at all times. Attends conferences, seminars, webinars and other financial training and meetings as required. Performs other duties as assigned or required. SUPERVISORY RESPONSIBILITIES: This job has no direct supervisory responsibilities, but is a "lead" position in the division of assignment. Lead responsibilities include assisting the Auditor with interviewing, training, planning, assigning and directing the work of other financial staff. Persons in this position must plan their work within a structural environment and edit work of department financial staff and representatives of each Jr. Taxing District in order to process accounts payable. COMPETENCIES: To perform the job successfully, an individual should demonstrate competency in the following: Professiotialisin - 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. Safety and Security, - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly. Ada - 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. Problem SolyLing_- 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 Jefferson County Job Description: Auditor's Office Fiscal Specialist Coordinator Page 3 of 4 .... . ......... . . . ....... . even when dealing with emotional topics. Interversonal 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. Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Technical Skills - Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. 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 - Technical writing skills, writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others views; Contributes to building a positive team spirit; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. Cost Consciousness - Works within approved budget; conserves organizational resources. Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values. OrggLizational Supp - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values. Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quanti1y - Meets productivity standards; completes work in a timely manner; strives to increase productivity; works on multiple project simultaneously. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. !7qMtjdLbility - Follows instructions, 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. 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 Associates degree (AA) in accounting, minimum of six (6) years related governmental accounting experience and/or training or equivalent combination of education and experience. OR High school diploma or general education degree (GED) and eight (8) years related governmental accounting experience 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, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general 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. Jefferson County Job Description: Auditor's Office Fiscal Specialist Coordinator Page 4 of 4 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 situations. CERTIFICATES, LICENSES, REGISTRATIONS: Valid Washington State Driver's License KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of and skill in using standard office equipment. Proficient in using I 0-key machine, word processing, spreadsheets and specialized financial software programs. Advanced knowledge of accounting theory, complex accounting principles, procedures and practices and its application to various accounting transactions and practice of governmental accounting principles and methods of payroll and accounts payable. Ability to work in a team environment and participate in self -directed team processes to set work level expectations, goals and objectives. Advanced knowledge of rules, regulations, codes, laws, policies, procedures and ordinances as they may apply to county financial systems. Ability to follow oral and written instructions. 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 matters and information. 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, 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 must 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/SKILL BAND POSITION This position is not part of a Career Ladder.