Job Details

Fiscal Officer

Division: Planning and Development
Contact Name: Tammy Smoke, PHR, SHRM-CP
Contact Email: tsmoke@lcounty.com
Contact Phone: 740-670-5148
Contact Fax: 740-670-5152
Date Posted: 12/7/2017
Application Form: Click Here
Posting Expires: 12/19/2017
Position Location: 20 S. 2nd Street, Newark, OH, 43055
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Position Description:

General Essential Functions, Duties, and Responsibilities

  • Demonstrates regular and predictable attendance.
  • Promotes and maintains professional, positive and effective working relationships and promotes good public relationships as a representative of Licking County Government.
  • Maintains fiscal records and financial statements for the Licking County Area Transportation Study (LCATS), including the Consolidated Planning Grant (CPG), for the [FM1] Licking County Planning Commission (LCPC), and the Community Development divisions. This includes the Community Development grants (e.g., Community Development Block grants (CDBG), various housing grants, and other grants received by the Department). Said records and financial statements are completed and maintained in accordance with Generally Accepted Accounting Principles (GAAP) and fund accounting practices. This also includes the processing of fiscal records in accordance with the Departments records retention schedule.
  • Prepares the annual budgets for LCATS, LCPC and Community Development divisions of the Department under the direction of the division director(s). The position consistently monitors the budget to sustain federal, state, and local guideline; maintains budgetary projections and administrative projections, and adjusts annual budgets as necessary; prepares budgetary transfer requests; prepares invoices for reimbursement from federal/state agencies.
  • Prepares annual office-wide cost allocation plan and indirect cost rate determination in accordance with 2 CFR 200.
  • Advises and keeps the director(s) and managers informed of all aspects of the budget and fiscal matters; Provides reports, summaries, and correspondence that apprise the director(s), managers, and other agencies and clients of financial fund balances, expenditures and histories, and in regards to other financial matters; Makes recommendation to the director(s) and managers on needed procedure, policy and financial tracking changes necessary to improve the process, efficiency, accuracy of records, and/or to comply with federal, state, and local laws, policies, and procedures.
  • Assists directors and managers in preparing budgetary grant application information for various grant applications; Manage and track all funds associated with a grant; May assist in writing or write grants for the divisions of the Department as directed by a division director; May be responsible for the submission and management of the grant under the direction of a division director.
  • Prepares purchase orders and bill jackets ensuring that appropriate fund(s) are utilized; distributes and tracks payments to vendors, contractors, etc.; implements cash management system to project cash needs; prepares drawdown requests via hard copy forms according to federal/state guidelines ensuring 15 day rule is met; and prepares invoices and processes billing for the Department.
  • Assists, informs and provide reports and documentation to federal, state, and county auditors conducting audits of the various divisions and their financial and other records; Reports and findings and/or recommendations from the auditors to the director(s) and managers and ensures that decided upon corrective actions are clearly defined and implemented. This includes annual inventories in accordance with county policies and procedures.
  • Ensures proper procedures and policies are in place for the recording of Department receipts to ensure they are properly recorded in the Department financial software program (Quickbooks) by staff; reconciles pay-ins (receipts) not less than monthly with County Auditor; distributes and posts interest payments.
  • Prepares and completes payroll, including collecting and reviewing for accuracy all employee timesheets/leave forms and submitting copies of timesheets and the payroll forms to Human Resources Department and Auditors Office respectively in accordance with the counties procedures.  
  • Reviews expense reimbursement requests from staff, board members and the Ohio Public Works Commission members attending meetings and trainings. Review for accuracy and compliance with the Licking County Personnel Manual, and then processes the expense reimbursement forms in accordance with the counties procedures.
  • Implements, updates, and maintains internal accounting system (Quickbooks) and various spreadsheets, charts, and tables for cost analyses and reporting purposes. May write or assist in writing reports, studies, policy, and other professional documents. [SS2] 
  • Shall job share with the part-time Administrative Assistant. The Fiscal Officer shall perform as the Administrative Assistant when the part-time Administrative Assistant is on leave, absent, or the position is unfilled. This includes attending day and night meetings to take minutes and assist with the meetings as directed when the administrative assistant is on leave, absent, or the position is unfilled. The Fiscal Officer will be primarily responsible for answering phones, assisting callers, and if needed directing the call to the appropriate Department staff member or to other agencies. Also primarily responsible for greeting customers at the front counter, assisting them, and if needed retrieving the appropriate Department staff member to assist the customer.   The Fiscal Officer may assist the Administrative Assistant with the Department records management and processing of records in accordance with the Departments records retention schedule. The Fiscal Officer shall keep the Administrative Assistant informed and updated on all job functions associated with the Administrative Assistant Position that the Fiscal Officer performed while the Administrative Assistant was on leave from the department to ensure continuity and fluidity of work.
  • In the absence of the Administrative Assistant, the Fiscal Officer makes all of the daily deposits with the Licking County Auditor and Treasurer; no less than monthly reconciles maintains, reimburses or deposits the Community Development Imprest Fund and the LCPC and LCATS petty cash funds to ensure minimum balances are maintained.
  • May provide data entry, research assistance and statistical analysis of data for the divisions upon the direction of a director or division manager.
  • Meets all job safety requirements and all applicable OSHA safety standards that pertain to the essential functions of the position and all agency safety procedures.
  • Remains informed of current developments and procedures pertinent to duties; may be required to attend seminars/training.

 

Division Specific Essential Functions, Duties and Responsibilities

 

  • Community Development Division

o   Manages financial function of Licking County's Housing [SS3]  loan program in accordance with state and federal program income regulations and Licking County policies and procedures (including maintaining records of each client's loan proceeds while rehabilitation work is in process; disbursing funds to contractors when work is completed; issuance of monthly statements and recording client payments, interest, and late fees; maintaining loan balances and related information); Prepares CDBG and Housing programs status and final performance reports for grantors, semi-annual revolving loan fund status report, semi-annual program income report, and annual Schedule of Federal Financial Assistance.

o   Reconciles, no less than monthly, bank escrow account for housing rehabilitation program.

o   Develops and prepares biweekly and monthly administrative billings and account reimbursements for Community Development fund.

o   Assigns appropriate costs and prepares monthly billing for Ohio Public Works Commission.

 LCATS Division

o   Maintains records of each LCATS client's billings respective to transportation planning studies in progress; disburses funds to clients as work is completed.

o   Manages and tracks funding for the Transportation Improvement Plan (TIP).

Brief Description:

This is a multifaceted position that manages and maintains all budgetary functions and expenditures within the various divisions of the Planning and Development Department (hereinafter referenced as “Department”). The position manages and tracks all funding and grants for the Licking County Area Transportation Study, Licking County Community Development, and Licking County Planning Commission divisions of the Department. Job shares with the Administrative Assistant position and provides exceptional customer service.

Job Prerequisites:

Minimum Qualifications:

Associate’s degree (A.A.) or equivalent from two-year college or technical school; and two years related experience and/or training; or equivalent combination of education and experience.

Additional Qualifications (Agency/Dept. Qualifications):

A knowledge of accounting terminology and experience with accrual accounting. Experience with government finance preferred. Proficiency in Microsoft Office software (ex. Outlook, Word, Excel, Power Point). Proficiency with Intuit Quickbooks is preferred.

Application Procedure:

Submit completed application, resume and cover letter to the Licking County Human Resources Department, 20 South Second Street, 3rd Floor, Newark, Ohio 43055. Applications can be obtained in person in the Human Resources Department between 8:00 a.m. and 4:30 p.m. daily or printed from the web site at www.lcounty.com.

Successful candidates will be subject to Licking County’s pre-employment drug screen

Licking County is an Equal Opportunity Employer

Compensation:

Salary:           $17.00-$25.00 per hour, depending on qualifications

Job Type: Full Time
Pay Type: Hourly
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