Finance​/Legal​/Administrative: Fiscal Officer

Definition and Distinguishing Characteristics

* Bachelor's Degree and Supervisory Experience Required*

The Probation Department has only one vacancy and depending on qualifications, this vacancy will be filled as either Fiscal Officer or Finance & Administration Supervisor

Under direction of the Department Director, the Fiscal Officer assumes responsibility for fiscal management and auditing of diverse programmatic functions and of the complex, multi-source, Department budget(s). The incumbent prepares the annual budget(s) and monitors the monthly revenue and spending patterns of the Department. This position supports management with productivity and fiscal reports; performs cost accounting and/or oversees preparation of cost reports;

develops financial specifications for RFP's, and negotiates and assists in monitoring contracts. Furthermore, the Fiscal Officer oversees the management of information systems in conjunction with the IT Department. The position supervises and evaluates the work of the fiscal and administrative staff within the Department. The incumbent may also serve as a resource to other departments by helping to coordinate and evaluate financial operations.

Department Director

This classification exercises direct supervision over fiscal and administrative staff.

• Assumes responsibility for fiscal operations of the Department.
• Develops fiscal policies and procedures for the Department and insures they are consistent with County policies.
• Establishes and maintains internal accounting controls for the Department.
• Performs cost accounting, cost allocations, and cost reports for covered programs and departments.
• Prepares the annual Department budget(s) in collaboration with the Department Director; monitors the budget(s) on a monthly basis and keeps the Department Director informed on the status of revenue and expenses.
• Prepares deposits from permit receipts, tracking revenues and posting revenue to appropriate accounts.
• Gathers supporting documentation for budget changes and new requests.
• Responsible for preparation of department payroll.
• Serves as a liaison for the Department with other organizations and outside agencies related to funding and fiscal matters.

• Serves as department liaison with the County Auditor's Office, Outside Auditors, State Auditors and Federal Auditors.
• Oversees the accounts payable, cash management, budget modification, special funding reimbursement programs, invoicing, and financial assessment processes.
• Assists the Department Director in negotiating and preparing Requests for Proposals, contracts, and contract amendments.
• Performs Department grant administration duties, identifies grant opportunities, completes applications, compiles budgets and monitors grant activities to ensure compliance with program fiscal and operational requirements.
• Prepares and submits activity reports and reports required by other government agencies.
• Maintains, prepares, and submits payroll documents and records.
• Oversees the information management activities in the Department; serves as department liaison on new technology issues and projects.
• Prepares purchasing documents and facilitates purchasing procedures for the department or unit.
• Prepares various management reports to assist in making operational decisions re: productivity, budget, etc.
• Composes and compiles correspondence, informational material, and documents.
• Operates computers to maintain and update files and databases; generates computer reports.
• Assumes responsibility for day-to-day office administrative work, functions, and services through scheduling and coordinating Department staff under assigned direct supervision.
• Performs related duties as required.

• County policies, rules, and regulations.
• Operations, services, rules, policies, and procedures of the Department.
• Applicable state guidelines and regulations relating to the operations and management of the Department.
• Principles and practices of budget development administration and control.
• Principles and practices of grant development and administration.
• Fiscal analysis and statistical techniques.
• Software applications related to fiscal 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…