Fiscal Officer

Overview

Under the direction of the Director, is responsible for the accounting operations of the organization including, but not limited to, accounting and bookkeeping systems, invoice processing, bank reconciliations, equipment inventory, cash management, financial reporting, budgetary control systems, procurement and subcontracting, ordering of supplies and equipment and furniture, payroll / fringe benefit functions, pension and fiscal monitoring and auditing.

Responsibilities

Accountability :

• Accepts ownership and responsibility for providing high quality, accurate, complete and timely services with the department.
• Plans, organizes, directs and monitors the accounting operations.
• Interprets, understands, and is proficient in computer software used such as H.T.E., Excel, QuickBooks Pro; Word, Power Point.
• Performs journal entries.
• Works with the purchasing Department in securing subcontractors and vendors for office services by developing specifications and preparing quote proposals.
• Develops and maintains chart of accounts.
• Data enters employee time sheets and maintains current log of staff vacation time, sick time and personal time.
• Verifies requests for leave.
• Maintains spreadsheet of accounts payable and obligations.
• Recommends fiscal policies and develops procedures.
• Prepares and submits monthly reports required by the Department of Labor and Workforce Development.
• Oversees grants, contracts and expenditures.
• Manages draw-downs and reconciles bank accounts.
• Analyzes financial information of variances from budget and plan.
• Review and analyses Freeholder listing report to ensure that bills are paid on a timely basis and that vendors receive payment.
• Recommends requests for office supplies and expenses.
• Handles Leave of Absence requests.
• Completes all paperwork for new employees as well as employee changes such as promotions and transfers.
• Holds orientation for new employees.
• Conducts exit interviews for terminating / retiring employees.
• Acts as liaison between office and personnel department.
• Maintains pension bank accounts, reconciles bank statements and makes contributions as needed.
• Processes and applies all Notices of Obligation as well as Notices of De-obligations.
• Allocates overhead expenses amongst all grants based on cost allocation plan.
• Prepares and maintains policies and procedures.
• Works closely with the state and county in implementing new policies.
• Reviews, approves, and processes staff expense reports.
• Prepares chars and other necessary documents for the pension actuary so that he can prepare the yearly pension statements.

Adaptability :

• Tailors specific response, information and services offered to meet departmental needs. Responds positively to changes in work practices, services, policies, procedures, technology, and trends.
• Recommends change and can implement approved policies and procedures.
• Works in partnership with others to provide quality service.
• Recognizes urgent situations when they occur and responds with an appropriate level of urgency.
• Easily shifts between diverse requests.
• Informs staff of issues and resulting potential changes.
• Provides leadership and vision for change.
• Accepts responsibility for decision making and accountability for decisions.
• Develops strategies to help employees accept change.

Communications :

• Listens to and effectively expresses ideas related to departmental policies and procedures.
• Directs, monitors, and handles preparation of all required correspondence with county, state and

federal agencies

• Ensures coordination and team effort through communication
• Keeps staff informed and shared information about matters to ensure a high level of performance
• Listens attentively to others, asking pertinent questions to ensure complete understanding
• Exhibits oral and written communication skills required by the job
• Maintains positive communication and professional demeanor
• Sets standards for department performance and conducts periodic performance evaluation with

staff members

Acquires new skills and maintains knowledge of industry trends, practices, compliance issues and

new technology.

Attends training classes, conferences, workshops and meetings for the continuous improvement of

individual, technical and professional knowledge.

• Applies in-depth knowledge of job methodologies and training curriculums to develop the performance of the department.
• Reviews all professional publications and newsletters.
• Conducts staff cross training within accounting department.

Teamwork and Leadership :

Demonstrates commitment to the Workforce Investment and Opportunity Act by possessing,

applying and continually developing the technical, operational and system skills needed to

effectively serve customers, vendors and team members.

• Solicits input and feedback from staff and partner agencies for overall organizational improvements.
• Implements organizational vision and mission within the accounting department.
• Works in partnership with others to achieve business objectives.
• Translates feedback into recommendations for improving staff performance and department service.
• Establishes and maintains a functional budget and expense goal consistent with organizational objectives.
• Motivates staff to strive to attain job, department and organizational objectives.
• Offers staff recognition, encourages upward growth and supports employees in their work decisions.
• Creates a good physical environment and projects a positive attitude.
• Manages staff and delegates when necessary.

Qualifications

EDUCATION / EXPERIENCE REQUIRED :

In depth knowledge of financial operations and the ability to manage an accounting departments.

Completion of bachelor degree in accounting, finance or statistics with at least 10 years of financial

experience, 5 years in a managerial capacity. Working knowledge of applicable Federal, State and

County statues, regulations and policies.

• Effective managerial, analytical, oral and written communication skills to enable accurate completion of assignments, to develop internal and external operational procedures and to interact constructively with others.
• Proficient in Excel, Microsoft Word, Windows, Computerized systems and QuickBooks Pro.
• Valid New Jersey driver's license and access to an automobile.
• Middlesex County Resident.
• This job description is not intended to be all-inclusive. The employee will also perform other reasonable related duties as assigned by the immediate supervisor and other management as required.*
25 days ago