Drug and Alcohol Fiscal Officer 3

About the Department

This is a professional, administrative position reporting directly to the Drug and Alcohol Administrator.  This position is responsible for applying advanced accounting principles and procedures to administer the fiscal operations of Luzerne/Wyoming Counties Drug and Alcohol.

Responsibilities include designing, implementing, and maintaining systems to record the fiscal activities of the Luzerne/Wyoming Counties Drug and Alcohol to be able to meet the reporting needs of the state Office of Drug and Alcohol (DDAP) as well as Luzerne County in accordance with generally accepted accounting principles from the budgeting process through completion of year-end procedures and reporting requirements.  This position is also responsible for establishing fiscal policies and implementing methods to ensure compliance to adopted policies.  This position also coordinates with other human service agencies involved in establishing budgets as well as funding sources to assure consolidated reporting requirements.

Position Duties

Responsible for the development of an annual D&A Budget based on federal, state, and local allocations, as well as grants and special projects that D&A participates in whole or in part.

Develops and maintains systems to accurately track and monitor the revenues and expenditures associated with funding sources in accordance with generally accepted accounting principles.

Develops and monitors complex cost allocation plans.

Responsible for oversight of payroll for the agency.

Prepares as needed budget modifications on a state and/or local level to account for variances in accordance with established reporting requirements.

Completes and reviews various fiscal reports as required by different funding agencies, as well as year-end reports required by the state.

Verifies and monitors changes in operations and contracts to ensure that all fiscal operations are in compliance with state contracts.

Works in conjunction with the Administrator as well as county Purchasing Department with regards to the bidding and procurement of supplies and services.

Represents Drug and Alcohol with an independent auditing firm in the completion and reporting of required state and local audits.

Responsible for implementing sub-recipient contracts, including initiation of the contracting process, supervising the preparation of, and assuring execution of contracts within prescribed time frames to include fee-for-service as well as program-funded providers.  Writes any necessary language into the contracts and reviews for programmatic issues.

Analyzes spending levels of provider agencies as well as activity levels in comparison to approved state and local budgets and initiates contract amendments as necessary.

Prepares various financial reports to provide fiscal updates to the Administrator, Executive Commission, local county executive and Human Services Division Head.

Meets with high level County, State and/or Federal government officials with regards to fiscal issues.

Attends meetings with state, staff, providers and others as needed.  Attends monthly Advisory Board meeting to present fiscal updates as well as Management/Supervisor meetings to address issues and present information.

Prepares responses on audit findings and Corrective Action Plans.  Implements corrective measures.

Provides assistance to the Drug and Alcohol Administrator in the development of office, program and system policy.  Also prepares correspondence on administrative and financial issues for the Administrator.

Prepares and maintains budget, prepares comprehensive quarterly financial reports and prepares final revised fiscal year budget.

Reviews and ensures invoices are paid in a timely manner, expenses are coded to the proper general ledger accounts, cash receipts are recorded properly, appropriate accruals are recorded and subsidiary ledgers are maintained and balanced regularly as well as ensuring that control procedures are followed consistently.

Serves as administrative office manager overseeing the purchase of supplies and equipment, reviewing maintenance contracts and insurance policies, developing cost allocation plans and performing time studies.  Annual time studies for the agency are reviewed to ensure costs are allocated properly between cost centers, locations and funding sources.

Oversees time recorded in the Time and Attendance System to ensure accuracy before importing into the county payroll system and reviewing the draft of the payroll hours by employee before final processing.  Maintaining payroll records by employee by pay period as a tool for budgetary and reporting purposes.  Fiscal department maintains accrual balances of each employee in the time tracking system and provide quarterly reports to each employee.

Maintains the organizational chart and employee rosters for the department and provides reports to Human Resources as needed.

Participates in the Provider monitoring process as needed.

Maintains financial records on a fiscal year basis for state reporting purposes and on a calendar year basis for local county reporting purposes.  Monitors and reconciles multiple systems to ensure revenues and expenditures as captured appropriately for differing needs.

Develops and conducts technical assistance and trainings to provider agencies in order to ensure compliance with Drug and Alcohol policies.

Reviews provider audits to determine compliance with Drug and Alcohol contract in accordance with applicable federal and state laws and regulations.

Works with providers to develop corrective action plans with regards to audit deficiencies.

Monitors cash flow analysis in order to invest monies to maximize returns on investments and/or ensure consistent payment process of provider services.

Functions as core member of a comprehensive management team.

Complex understanding of departmental operations to include all aspects of budgeting and a thorough knowledge of technology and how technology supports this agency and its programs.

Collects information and authorizes Purchase Orders, expense statements, etc.

Attends and participates with other agency staff to discuss outline of audit.  Participates in all exit conferences for discussions on results.

Represents the department on boards of community service organizations or inter-agency committees.  Serves as liaison with other public and private agencies.

Develop and/or update a fiscal operations manual for Drug and Alcohol.

Conducts internal program reviews or audits.  Provides training for staff.

Maintains County Fiscal Manual.

Prepares correspondence, reports, and other materials and maintains records as required.

Performs other related work as required.

Minimum Qualifications

Knowledge of the principles and practices of public fiscal administration.

Knowledge of generally accepted accounting principles.

Knowledge of generally accepted auditing standards.

Ability to apply adopted fiscal procedures to the daily transaction process.

Ability to organize and complete various fiscal summary reports.

Ability to apply information technology to financial operations.

Ability to relate program operations and goals to the budgeting process.

Knowledge of basic capabilities of electronic and automatic data processing as it relates to fiscal operations.

Knowledge of child welfare program planning and operations as it relates to fiscal management.

Knowledge of modern office management methods.

Ability to identify and analyze trends and provide fiscal and budgetary forecasts.

Ability to plan, assign, review and supervise the work of a staff of professional, technical and/or clerical employees.

Ability to provide guidance, training and technical assistance to subordinates and staff of program funded or fee-for-service agencies.

Ability to evaluate staff and program effectiveness.

Ability to establish and maintain effective working relationships with county, state, and federal officials, public or private administrators, associates, subordinates, representatives of provider agencies and others.

Ability to express ideas effectively, both orally and in writing.

Other Qualifications

One year as a County Fiscal Officer 2; Or

Three years of accounting and/or budgetary experience and a business-related bachelor’s degree that includes six college credits in accounting: Or

Five years of accounting and/or budgetary experience and a business-related associate’s degree that includes six college credits in accounting: Or

An equivalent combination of experience and training which includes or is supplemented by six college credits in accounting.