Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF CORRECTION, MORGAN COUNTY CORRECTIONAL COMPLEX, MORGAN COUNTY

Qualifications

Summary

Responsibilities

• Directs all fiscal services for a department with a financial operation of small or moderate size and complexity or a large institution with a complex financial operation.
• Directs the preparation of complex and difficult management reports and supporting documents.
• Coordinates grants and contracts activities of staff to ensure compliance, accountability and adequate and proper funding.

• Designs and updates cost accounting systems.
• Develops process improvement suggestions to enhance efficiency.
• Establishes financial policies and procedures to improve departmental efficiency.
• Brainstorms workflow and process improvements with co-workers to enhance workplace efficiency and comply with audit suggestions.

• Resolves issues with internal and external customers.
• Resolves interpersonal conflicts between assigned subordinates or work teams to enhance teambuilding and generate a positive working environment.

• Develops buy-in with internal business partners for changing business processes and management objectives.

• Performs the most complex and important reconciliations of general ledger accounts against transaction queries, researched information, information provided by outside vendors, and individual transactions in electronic databases.
• Prepares the most complex and important financial activity reports for use by internal and external customers.
• Prepares adjusting entries to reflect modified accrual or full accrual reporting in preparation of year-end financial statements.
• Processes and submits high-dollar wire-transfers to approving agency based on departmental policies and procedures to ensure accuracy.
• Updates and maintains project and grant documentation in electronic database to ensure proper account tracking, federal reporting, and timely submission.
• Sets rates to internal and external customers for services rendered.
• Submits updated project and grant documentation to approving agency as required to ensure timely approval and processing.
• Processes the most complex and important accounting transactions in electronic databases.

• Prepares complex and difficult reports such as appropriation request, work program, along with supporting documents.
• Records the most complex and important financial transactions in electronic databases, spreadsheets, and forms.
• Documents assigned subordinates performance on an on-going basis to aid in performance evaluation.

• Develops budget projections, workload requirements, and temporary and permanent staffing needs.
• Completes risk assessments to determine appropriateness and function of internal financial controls.
• Estimates charges to other agencies for services provided to set rates.

• Prepares departmental budget modification recommendations for submission to approving authority.
• Monitors direct and indirect cost expenditures against departmental budget.
• Monitors grant expenditures, contracts, special funds and collections to ensure compliance with federal and state laws, rules, and regulations.

• Sets work goals and priorities based on policy, legislation, and available resources.
• Develops strategies for achieving departmental goals during end of year closing based on deadlines and best practices.
• Develops performance evaluation goals and desired work outcomes for assigned subordinates to evaluate and develop job performance.

• Analyzes issues identified by assigned subordinates to determine appropriate actions necessary.
• Analyzes the most complex and important general ledger transactions to ensure and verify the accurate recording and/or application of funds.
• Analyzes account documentation submitted by external customers to determine accurate and appropriate expenditures.

• Monitors bills and laws to determine financial impact on programs and grants, impact on internal policies and procedures, and to prepare budget modifications.
• Monitors reported expenditures of sub-recipients grant funds and other program funds for allowable and accurate reporting.
• Monitors federal and third party, grant and program funds to ensure accurate fund results.
• Monitors revenue collections to determine congruence with assigned budget.

• Makes recommendations regarding assigned subordinate retention, reallocation, and/or termination.
• Interviews candidates for vacant assigned positions to develop hiring recommendations.

• Plans, organizes and supervises the work of professional and sub-professional personnel in specialized accounting, budget, and financial functions.
• Provides design guidance to assigned subordinates for the development of electronic spreadsheets and word processing documents.
• Ensures that assigned subordinates prepare and distribute necessary reports to facilitate information dissemination.

• Communicates with external customers using multiple mediums regarding financial issues and/or request additional information.

• Serves as a subject matter expert on accounting policies, procedures, and systems for internal and external business partners.

• Conducts training in departmental policies, procedures, and processes for internal and external customers.
• Provides training to internal business partners on accounting systems currently in use within the department.

• Prepares budget for a large institution, department, or agency.
• Reviews and approves corrections to unusual account balances in electronic database based on results of research.
• Determines whether or not candidates will be hired for vacant positions based on interviews and input from assigned subordinates.
• Solves the most complex and important problems related to customer billing based on reporting and research.
• Reviews and approves the billing of internal and external customers to ensure accuracy and compliance with set rates, contracts, and/or federal, state, and departmental rules and regulations.
• Reviews and approves rates to internal customers for services rendered.
• Reviews and approves financial activity reports for use by internal and external customers.
• Reviews and approves various accounting transactions in electronic databases to ensure accuracy and that appropriate accounting policies and procedures were followed.

• Identifies appropriate candidates for vacant assigned positions.
• Performs performance evaluations for assigned subordinates.

• Interprets federal and state laws, rules, and regulations for internal and external customers to facilitate compliance.
• Interprets financial reports for non-accounting personnel in response to questions.
• Interprets departmental rules and regulations for assigned subordinates and external customers to explain program parameters.

• Manages long term projects to ensure timely completion of project milestones.
• Prioritizes daily tasks to meet deadlines and facilitate efficient task completion.
• Plans and schedules leave requests of assigned subordinates to ensure proper coverage.

• Establishes and maintains a variety of important personal contacts with internal and external customers.

• Researches unusual account balance changes to identify the source of the issue.
• Gathers information from assigned subordinates to make informed budgetary decisions and other analyses.
• Runs queries in electronic databases to provide information for accounting and management analyses.

• Maintains up to date, professional knowledge of generally accepted accounting principles.
• Cross-trains with co-workers in assigned job duties to ensure continuity of operations and improve succession planning.
• Trains with external customers to ensure correct use of third party systems.
• Attends department specific in-service training as required to enhance personal development.

• Audits the most complex and important invoices and billings for compliance with departmental policies and procedures, contract terms, federal and state laws and regulations.
• Audits monthly billing report to ensure the billing is in compliance with departmental policies, procedures, rules and regulations.
• Reviews refund request documentation prior to and after submission for payment to ensure recipient eligibility and proper allocation and disbursement of funds.
• Reviews department budget to actual expenditure report in electronic database and from contract to determine availability of funds and/or discrepancies.
• Audits monthly financial period closing reports to ensure there are no outstanding transactions.
• Performs random audits of assigned subordinate work for quality control purposes.
• Audits physical inventory reports submitted by assigned subordinates or others for completeness and accuracy.
• Reviews performance evaluations submitted by subordinate supervisors to ensure compliance with Human Resources guidelines.
• Audits aging report to determine proper actions in regards to delinquent accounts.

• Provides guidance to co-workers on sources for required work information.
• Instructs internal and external customers on use of electronic forms and spreadsheets to enhance efficiency.

• Prepares and maintains administrative and supervisory records and reports.

• Talks frequently with assigned subordinates to discuss job performance and make recommendations for improvement and development.
• Communicates with internal business partners using multiple mediums to facilitate interdepartmental financial transactions.
• Communicates with management team members using multiple mediums to keep them abreast of daily operations, special projects, and other unit functions.
• Communicates with supervisors, co-workers, subordinates using multiple mediums to effectively relay work related information.

• Recognizes subordinate accomplishments to enhance morale and improve employee satisfaction.

• Runs trial balance report to identify unusual account balance changes.
• Runs monthly financial period closing reports prior to closing for review.
• Runs accounting queries as required to identify incomplete transactions.
• Runs monthly billing reports for review.
• Runs finance status report as required to identify customers who should receive statements.
• Runs aging report as required to identify delinquent accounts and level of delinquency.
• Runs open item report as required to identify submitted but not applied monies.

• Schedules training for assigned subordinates to enhance employee development.
• Schedules staff meetings as required to facilitate interpersonal and inter-departmental goal achievement.

Competencies

• Integrity and Trust
• Problem Solving
• Intellectual Horsepower
• Directing Others
• Timely Decision Making
• Organizational Agility
• Action Oriented
• Perspective
• Managerial Courage
• Perseverance

• Basic clerical knowledge of filing systems, Microsoft office software or other business systems
• Advanced knowledge of governmental accounting principles and practices, and the analysis and reporting of financial data
• Basic knowledge of personnel and human resources principles and procedures for recruitment, selection, and training
• Intermediate knowledge of mathematics including arithmetic, algebra, statistics and their application
• Advanced knowledge of administration and management principles

• Advanced skill in accounting and fiscal systems evaluation
• Advanced skill in accounting and fiscal systems analysis
• Advanced skill in the management of financial resources
• Basic time management skill
• Intermediate skill in the management of material resource
• Intermediate business writing skill
• Complex problem solving skill
• Intermediate skill in the management of personnel resources
• Advanced skill in judgment and decision making
• Intermediate critical thinking skill

• Time sharing abilities
• Intermediate mathematical reasoning ability
• Intermediate written comprehension abilities
• Intermediate written expression abilities
• Intermediate oral expression abilities
• Intermediate oral comprehension abilities
• Intermediate inductive reasoning abilities
• Advanced problem sensitivity abilities
• Intermediate deductive reasoning abilities

Tools & Equipment

• Personal Computer
• Telephone
• Fax Machine
• Printer
• Scanner
• Copy Machine
• Calculator