Administrative Officer

Job Purpose

Under general direction and independently, to supervise, plan, and perform a variety of financial, accounting, and highly responsible, confidential, and complex administrative duties for the Fire Department and Fire Chief. Coordinates and leads in the development, preparation, defense and monitoring of department/operation budgets as well as conducting research and analysis on financial/budgetary impacts and implications. This position oversees the application, management, financial reporting, and financial monitoring of all grant activity.

This position performs a variety of confidential and complex human resources duties for the department.

Duty 1:
Application, Management, Financial Reporting and Monitoring of Department Budget 20% Time Essential Tasks:

• Coordinates, leads, prepares and monitors the department budgets including analysis and determination of annual budget needs; determining expenditure requests and revenue for specific budgets and accounts; monitor and approve expenditures by verifying fund balances and proper accounts of the approved budget; invoice receive and account for fees and revenue associated with grant funding; prepare, review and process all claims, administrative and formal budget amendments, adjusting journal entries and reconcile accounts.
• Manages and participates in the development and administration of the assigned department's annual budgets and project budgets; direct the projections of the budget (i.e., forecast of additional funds needed for staffing, equipment, materials, and supplies) to include personnel; direct the monitoring of and approve expenditures; monitor and manage all revenue for assigned department; prepare budget analysis; direct and implement adjustments as necessary.
  
  Responsible for department revenues; creating and distributing invoices, tracking invoices, and revenues. Ensures revenue sources are property applied to the correct lines within the system.
• Initiate and maintain a variety of files and records for information related to the department including financial, budget, personnel, operational, and administrative records; review, maintain, and update resource materials. Responsible for all files and records of financial and budgetary transactions as well as all grant funding applications.
• Reviews department submissions to ensure their revenue and expenditures are complete, accurate and in conformance with procedures and regulations.
• Ensure all fund cash flows, transfers, and inter-departmental charges are balanced and tied to financial records.
• Provides detailed reviews of all revenue and expenditures and assists department administration with applicable action plans, budget amendments and adjustments as necessary.
• Prepare information needed in administrative decisions and in facilitating the implementation of City and HFD policies and programs; research, collect, compile, tabulate, analyze, and summarize data and information pertaining to specified activities, operations, or functions; prepare a variety of fiscal, statistical, and administrative summaries and reports; conduct a variety of organizational studies, investigations, and operational studies; collect, analyze and compile material for review and analysis;
  
  provide recommendations for changes in programs, policy or procedures to improve efficiency and cost effectiveness of operations; coordinates consultation, information exchange and necessary clearances and/or approvals.
• Project throughout the fiscal year and future fiscal years additional funds for the department regarding staffing, equipment, materials, and supplies; manage and implement the preparation of budgetary adjustments as necessary.
• Prepare and submit all deposits to necessary City staff; work closely with finance to ensure budgeting codes and revenue are set up in the budget to accurately reflect revenue earned.

Duty 2: Application, Management, Financial Reporting and Monitoring of Department Grant Activity 20% Time Essential Tasks:

• Coordinates, leads, prepares, and monitors all department grants; manages, reports, and oversees all financial/budgetary impacts and implications for all department grants.
• Oversee and organize the flow of administrative, financial, and budgetary communication through the department in an efficient and effective manner with city staff, general public, businesses, and other agencies.
• Review and approve requests for grant funding use, report all financials in the appropriate grant funding software, drawdown funds for reimbursement from numerous sources for grant funding, and deposit funds into appropriate accounts.
• Compile necessary reports for city audit and work with appropriate staff for required information to the auditors.
• Maintain files and records for information relating to grants and adhere to the individual retention policy of numerous grants.
• Provide subject-matter expertise to other City of Helena departments in offering assistance in supporting grant initiatives.
• Develop and…