Budget Officer - Public Safety

General Description

The purpose of this job within the organization is to perform complex work with the uniform service departments in preparing and monitoring annual operating budgets and providing guidance and support in purchasing decisions.

This job works independently, under limited supervision, reporting major activities through periodic meetings.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions :

Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents .

Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.

Maintains and analyzes purchasing and expenditure activity in the Police and Fire Departments to ensure the departments are staying within budget throughout the fiscal year.

Prepares and monitors the Police and Fire Department annual operating budgets.

Reviews and approves all purchases for the Police Department and Metro Drug Enforcement Network Team(MDENT) and issues all purchase orders for these buys.

Reviews, approves, and issues purchase orders for QRT & CARE Office grants

Processes payment of all invoices for Police Department except utilities.

Processes payment of all invoices for MDENT and QRT / CARE grant invoices.

Reviews Fire Department purchases over $5,000 and submits to Purchasing Director.

Prepares and submits overtime, salary, and PEPI reimbursement requests for the Metropolitan Drug Enforcement Network Team.

Assists the accounting department at the end of each fiscal year to close all funds used throughout the year and prepares annual SEFA.

Files electronic federal financial reports, payroll analysis reports, and financial statement for the Metro Drug Enforcement Network Team;

communicates with all agencies that have officers assigned to Metro Drug Enforcement Network Team on all matters with regards to share on seized funds.

Additional Duties :

Communicates with Police Department vendors on invoices; works with CPD buyers.

Meets with the state representative for monitoring visit on BJAG.

Deposits all checks for Police and Fire Department accounts.

Coordinates with the Police Department Fleet Supervisor on all matters concerning vehicle and equipment repairs or replacements.

Coordinates Police Department, Fire Department, and Emergency Services employee travel requests, including booking hotels and calculating per diem allowances in accordance with travel policy guidelines.

Prepares and submits the Federal Equitable Share reports for the Police Department and Metro Drug Enforcement Network Team.

Prepares and submits the WVSAO report on non- federal seizures & forfeitures.

Communicates with all agencies with officers assigned to the Metro Drug Enforcement Network Team on all matters with regards to shared seized funds.

Communicates with the grant administrator on all grants where assigned as the financial officer.

Works with Finance Director, City Manager and CM staff, Accounting, and Treasurer's Office on a daily / weekly basis.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility :

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation.

Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information.

People Responsibility :

People include co-workers, workers in other areas or agencies and the general public.

Persuades or influences others in favor of a service, point of view, or course of action; may enforce laws, rules, regulations, or ordinances.

Asset Responsibility :

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires responsibility and opportunity for achieving considerable economies and / or preventing considerable losses through the management of a large division or minor department and / or handling of very large amounts of money.

Mathematical Requirements :

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses mathematics involving the practical application of fractions, percentages, ratios and proportions; may use algebraic solutions of equations and inequalities, descriptive statistics;

mathematical and classifications or schemes.

Communications Requirements :

Communications involves the ability to read, write, and speak.

Reads technical instructions, procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions;

composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements :

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for long range goals, planning and methodologies. Decision-making is focus of the job, affecting entire organization and surrounding population;

works in an unstable environment with frequent and significant changes in conditions.

Complexity of Work :

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs coordinating work involving guidelines and rules, with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressures.

Impact of Errors :

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious - affects work unit and may affect other units or citizens.

Physical Demands :

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage :

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards :

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Safety of Others :

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Does not include safety of subordinates).

Requires some responsibility for safety and health of others and / or for occasional enforcement of the standards of public safety or health.

Minimum Education and Experience Requirements :

Requires a Bachelor's Degree in Accounting, Finance, Business Administration, Business Management, or other related field and four (4) years of experience in management, leadership, financial / operational analysis, project management, or other closely related field;

or any equivalent combination of education, training, and / or experience providing the requisite knowledge, skills and abilities to successfully perform the job.

Core Competencies :

Knowledge, Skills & Abilities :

• Accountability - takes responsibility for own actions.
• Adaptability - responds positively to change.
• Communications - listens, speaks and / or writes in a clear, concise and respectful manner.
• Customer Service - provides courteous, accessible and quality assistance to internal and external customers.
• Initiative - takes proactive action to complete work or resolve issues
• Judgment & Decision Making - evaluates issues and makes sound factual decisions.
• Professional Development - seeks opportunities to enhance technical skills and job knowledge.
• Teamwork & Cooperation - collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications :

• Must have the ability to provide documentation verifying legal work status.
• Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions;

and to respond to internal and external inquiries.

Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee.

It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job.

Supervisors / Managers and / or Department Heads may also assign additional or other lawful duties as may be necessary and / or required.

The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice.

This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities.

Prospective and current employees are encouraged to discuss ADA accommodations with management.

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