Fiscal Manager

Community Action Partnership of Central Illinois JOB DESCRIPTION

POSITION: Fiscal Manager WORKSITE: Corporate Office
SUPERVISOR: Chief Fiscal Officer CLASSIFICATION: IX - EXEMPT

SUMMARY OBJECTIVE
Responsible for assisting the Chief Fiscal officer in the general oversight and administration of the Fiscal Office.
Manages many of the daily operations of the Department, including the direct supervision of the fiscal assistant(s) and oversight of the operational processes of the office. The Fiscal Manager works with the CFO to monitor and improve operational efficiencies in the financial management of the Agency, works to increases fiscal capacity to support Agency activity and mission, and assists the CFO in all efforts to maintain compliance with funding sources. The Fiscal Manager is the responsible party for tracking the variance monitoring tools for the Agency-wide budget, and communicating with the CFO, CEO, COO and Department Directors regarding the working budget. The Fiscal Manager may serve as a member of the Leadership Team of the Agency.

RESPONSIBILITIES:

A. Payroll:

1. Assist the CFO in preparing all quarterly reports (IRS, STATE, IDES, Etc.)
2. Supervise fiscal assistant(s) in their work to monitor and maintain distribution codes, cost centers and time tracking mechanisms
3. Serve as an internal control for payroll payables prior to posting and paying where deemed appropriate by the CFO
4. Assist the CFO in oversight of Employee Web Services for payroll

B. Accounting:
1. Serve as an internal control for all batches prior to posting where deemed appropriate by the CFO
2. Assist the CFO in monitoring all accounting activities of the fiscal assistant(s)
3. Assist the CFO with preparation of request cash drawdowns from funding sources
4. Assist the CFO with bank reconciliations as deemed appropriate by the CFO
5. Maintain the Agency-wide budget to actual variance reporting for the review and ongoing monitoring of the CFO and CEO.
6. Assist the CFO with preparation of financial reports to include Revenue & Expense,

Statement of Financial Activities, Cash Flow Analysis and Balance Sheets for presentation to the Board, the Agency auditor and the public.

7. Assist CFO in monitoring all fiscal activity. Work with Department Directors to ensure excellent budget management practices.

8. Manage the oversight of fiscal assistant(s) to prepare monthly and close out reports for funding sources.

C. General Management:
1. Work directly with Department Directors to assure funding source compliance
2. Assist the CFO in entering, maintaining, and monitoring program budgets in the financial software application.
3. Assist with CFO with oversight of all insurance policies, retirement plans, and other benefits that require payroll deduction.
4. Assists the CFO in working with creditors on account issues

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Community Action Partnership of Central Illinois JOB DESCRIPTION

5. Oversight of maintenance of all fiscal equipment, collaboration pages in SharePoint, and ensure accuracy in the CAP60 fiscal entries.

6. Assist the CFO in administering the Agency Purchasing Process, to include a working knowledge of the prevailing Procurement requirements as held by funding sources and as outlined by CFR200

7. Work with the CFO to maintain the Agency Fiscal Policy, including facilitating an annual review by an accountant, and an attorney. CFO is responsible for obtaining approval of
Fiscal Policy from both the Finance Committee and the Full Governing Board.

D. Administration:
1. Attend Governing Board meetings as requested by the CFO
2. Attend the Finance/Audit Committee meetings of the Governing Board as requested by the

CFO
3. Attend Policy Council meetings as a representative of the Fiscal Office
4. Assist the CFO in activities associated with on-site and desk audits conducted by funding source auditors and the independent auditors for the Agency
5. Provide supervision, training and support for the fiscal assistant(s)
6. Other Duties as assigned by the Chief Fiscal Officer

E. Strategic Planning
1. Assist the CFO with planning and implementing growth strategies in collaboration with

Executive Director and Governing Board.
2. Assist the CFO with planning and implementing profitability strategies in collaboration with

Executive Director and Governing Board
3. Assist the CFO with conducting ongoing and comprehensive financial analysis in collaboration with Executive Director and Governing Board to ensure good stewardship of gifted and grant awarded funds.

Outcome Performance Indicator Measure and Tool What does Good Look Like?

Increase Agency Fiscal Budget to actual variance by Agency-Wide Budget /-3% Variance by

Management Capacity Department each month Budget to Actual Department

Variance worksheet (monthly reports only – Annual maintained by Fiscal reports are the responsibility of

Manager the CFO)

Increase Agency Fiscal Budget to actual variance by Agency-Wide Budget to /- 5% Variance by Fund

Management Capacity Fund for each Department Actual Variance (monthly reports only – Annual by month Worksheet maintained reports are the responsibility of by Fiscal Manager the CFO)

Reduction in number of % decrease in supplemental Transaction reports 20% decrease in supplemental supplemental transactions from Abila transactions transactions ***Please record present year in

Performance Evaluation for future reference***

QUALIFICATIONS:

1. Associates degree OR two-years’ experience with fund accounting, bookkeeping, or grant management.

2. Working knowledge of relational databases
3. Excellent communication skills, both oral and written

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Community Action Partnership of Central Illinois JOB DESCRIPTION

4. Proven experience in supervisory role
5. Experience with state, federal, local and private grants
6. Ability to work both independently and in a collaborative role
7. Ability to tolerate frequent and unplanned change
8. Ability to research and understand complex grant regulations and the desire to stay abreast of those changes
9. Driver’s license and insured vehicle is required for local and long-distance travel for training and internal auditing events

Metric Categories in Audit Anatomy
1.) No unusual or unexpected transactions, events, amounts, or relationships
2.) No material and/or uncorrected misstatements
3.) No failures to meet in-kind, local match, or other programmatic-driven fiscal requirements
4.) No excessive adjusting entries not sufficiently explained by management

5.) No deviation from standard fund accounting principles
6.) No lack of sufficient and appropriate audit evidence to meet OMB and Programmatic standards to include missing, altered or unavailable documentation

7.) Presence and effective use of internal control over financial reporting/positive test of controls
8.) Provision of information essential for a fair presentation of the financial statements in conformity with the applicable financial reporting framework
9.) No pattern of management bias in fiscal matters – i.e. inadequate bidding processes

10.) Timely provision of requested information, responses and data from management staff

*Any findings from the Annual Agency Audit must be attributed to one of the aforementioned metric categories by decision of the Executive Director and the Governing Board Chairman.

_____________________________________________________ ____________________
Signature of Staff Member Date

____________________________________________________ _____________________
Signature of Human Resources Director Date

No contractual or similar obligation is implied or inferred by this job description or the employment relationship.

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Job Type: Full-time

Pay: From $18.00 per hour

Work Location: In person

Salary : $18