Division Lead Fiscal Coordinator

Job Title

Code Enforcement - Division Lead Fiscal Coordinator

PG 15 - Non-Exempt $24.66HR - $35.77HR.

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

Must possess the physical, developmental and mental ability to perform job tasks, responsibilities and duties of the job illustrated below:

Major Function

Responsible for coordinating the fiscal management, accounting activities and functions, auditing, governmental tracking, accountability and administrative supervisory work for the Polk County Code Enforcement Division.

Illustrative Duties

• Receives, reviews, prepares, and processes fiscal invoices, statements, requisitions, purchase orders, prepayment vouchers, deposits, and journal entries.
• Monitors, prepares, and maintains budgetary controls for allocated funds; prepares and recommends budget transfers and budget amendments for the Division.
• Audits program finances to ensure funds are properly expended and accurately recorded; assists with special audits, investigations, and fiscal analyses for various projects and programs.
• Prepares, oversees, and reviews division account receipts and expenditures; prepares monthly, periodic, and year-end financial reports, budget status reports, and audit documentation.
• Advises the division director, division manager, and other leadership staff on fiscal matters; prepares monthly budget status reports for division managers.
• Serves as a lead fiscal position; trains and cross-trains fiscal personnel and provides supervision of subordinates in the absence of the division manager, as assigned.
• Provides fiscal and administrative support to the division management as necessary.
• Prepares progress charts, schedules, and expenditure tracking for division projects; monitors project expenditures to ensure compliance with approved budgets.
• Assists with preparation and auditing of the annual tax assessment roll.
• Handles fiscal records management, including formatting, compiling, and assisting with budget preparation, CIP preparation, month-end billing, collections, payment posting, deposits, reconciliations, new account setup, and journal entries.
• Develops, recommends, and prepares forms, policies, procedures, and internal control systems for fiscal and purchasing operations in accordance with county fiscal guidelines.

• Writes, interprets, and distributes fiscal-related administrative memorandums, procedures, and correspondence.
• Ensures accounting processing methods and techniques meet auditing standards.
• Works with records management to ensure fiscal records are archived in accordance with county policy and legal and contractual requirements.
• Downloads and routes invoices to OnBase for accounts payable processing.
• Research, investigate, detect, verify, and resolve fiscal discrepancies; evaluates and recommends improvements to reporting and recordkeeping systems.
• Runs monthly Polk Revenue Detail, Polk Expense Detail, and Employee Contributions (ECR) reports for division leadership.
• Tracks and reports emergency-related expenditures.
• Balances and reconciles P-Card statements, Lowe's accounts, and Amazon accounts.
• Prepares and sends annual invoices for salvage yard fees.
• Works closely with Procurement staff on purchasing, contracts, and vendor setup; establishes and maintains Boring and Konica contracts.
• Compiles information and responds to assigned public records requests within required time frames.
• Processes Tax Collector reports and satisfactions, prepares deposits, processes payroll, and performs other fiscal functions as backup.
• Orders IT equipment, printer items, and office supplies; serves as backup for Office Depot and Amazon purchasing.
• Processes payments for temporary staffing vendors.
• Assists with the Special Magistrate hearing process, including preparation of financial information packets for nuisance appeal cases.

Knowledge, Abilities and Skills

• Knowledge of accounting, purchasing, budgeting, financing, auditing, and expenditure control systems, procedures, and regulations.
• Knowledge and understanding of divisional functions, programs, and office procedures and practices.
• Knowledge of governmental accounting standards.
• Ability to research, investigate, analyze, detect discrepancies, and recommend solutions.
• Ability to prepare complex financial reports, statistical summaries, and fiscal analysis.
• Ability to evaluate and improve reporting and recordkeeping systems.
• Ability to work independently, prioritize tasks, and problem-solve in a fast-paced, high-pressure environment.
• Ability to communicate clearly and effectively in writing and verbally with public, officials, and employees.
• Ability to understand and follow oral and written instructions and adhere to prescribed routines.
• Knowledge of English usage, spelling, grammar, and basic mathematics.
• Ability to…