Finance & Administration Supervisor

Finance And Administrative Operations Manager

Under direction, assumes responsibility for finance and administrative operations within an assigned department or unit; prepares and monitors the department's or unit's annual budget; performs cost accounting and grant program administration; plans, organizes, directs, coordinates, supervises and evaluates the work of clerical, secretarial and fiscal staff; performs a variety of difficult, complex, and specialized office support, information gathering, information preparation; and performs related duties as required.

Reports To Higher level management staff.

Classifications Supervised This classification exercises direct supervision over secretarial, fiscal and clerical staff.

The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed.

• Assumes responsibility for finance and administrative operations within an assigned department or unit.
• Serves as primary financial and administrative staff support person for the department head or major unit administrator, in an agency with several major units.
• Performs a wide variety of specialized fiscal and administrative assignments.
• Develops policies and procedures in assigned area.
• Establishes and maintains internal administrative and accounting controls for the department or unit.
• Performs cost accounting and cost allocations for assigned operations and budget; assumes responsibility for budget development by attending budget workshops.
• Compiles information.
• Reviews revenue reports.
• Develops and enters line item details.
• Gathers supporting documentation for budget changes and new requests.
• Conducts a review with department management, the CAO and Auditor; compiles and creates budget modification requests, maintains and tracks a variety of fiscal and budget control documents and reports.
• Performs grant administration duties, identifies grant opportunities, completes applications, compiles budgets and monitors grant activities to ensure compliance with program fiscal and operational requirements.
• Reviews bills for payment.
• Posts paid claims and reconciles with Auditor's budget reports.
• Monitors and balances petty cash.
• Provides comprehensive information about policies, programs, functions, and procedures.
• Maintains and tracks a variety of fiscal and budget control journals, documents, and reports.
• Prepares and submits activity reports and reports required by other government agencies.
• Maintains and submits payroll documents and records.
• Establishes, and updates information retrieval systems.
• Develops and implements revisions to management systems.
• Prepares purchasing documents and facilitates purchasing procedures for the department or unit; gathers, organizes, and summarizes a variety of data and information.
• Performs special projects and prepares reports.
• Composes and compiles correspondence, informational material, and documents.
• Maintains office supplies and inventory.
• Serves as department or unit liaison on new technology issues and projects.
• Operates computers to maintain and update files and databases.
• Generates computer reports, and performs related duties as required.

Knowledge of County policies, rules, and regulations; operations, services, rules, policies, and procedures of the department where assigned; principles and practices of budget development administration and control; public and community relations; principles and practices of grant development and administration; administrative analysis and statistical techniques; office management methods and procedures including computers and software applications related to administrative support work; methods and techniques of establishing and maintaining filing and information retrieval systems;

purchasing methods and procedures; principles and practices of account and statistical recordkeeping; personnel Principles of supervision, training, and performance evaluation; principles and practices, rules and regulations of general accounting; principles and practices of financial administrative policy development; principles and practices of payroll administration; rules on confidentiality of records and file maintenance; principles and practices of customer service; methods and techniques of preparing financial reports, statements and records;

methods and techniques of evaluating and auditing programs; applicable state guidelines and regulations.

Ability to perform a wide variety of complex and specialized fiscal and administrative support work for an assigned department or major unit; perform general accounting duties in assigned department or unit; supervise, train, and evaluate the work of assigned staff; delegate assignments to lower level staff; develop and implement financial controls and administrative processes in assigned department or unit; interpret, explain, and apply a variety of County and department…