Central Oregon Intergovernmental Council

Transcription

1 Central Oregon Intergovernmental Council The Central Oregon Intergovernmental Council serves the local governments of Central Oregon, providing regional collaboration, efficiencies and service delivery for a strong local economy and quality of life. RECRUITMENT FOR DEPARTMENTAL FISCAL SERVICES ADMINISTRATOR ADULT/YOUTH COIC has an opening for a Departmental Fiscal Services Administrator-Adult/Youth. This position will support the strategic objectives of the Adult Employment and Training and Youth Employment & Training departments by assuring sound financial management and ensuring the accuracy and integrity of financial and budgetary information. POSITION SUMMARY This position supports the strategic objectives of the Adult Employment & Training and Youth Employment & Training Departments by assuring sound financial management and ensuring the accuracy and integrity of financial and budgetary information. While housed centrally and working within the fiscal and administrative department, this position is the business partner to the Adult Employment & Training and Youth Employment & Training Departments, supporting the Department Managers in their Department s success. Coordinates, analyzes and reports the financial and budgetary performance to the Department Managers and Executive Director. This position will have functional hands-on responsibility of accounting functions including accounting, budgeting, fiscal planning, procurement, contract review and legal compliance. TYPICAL DUTIES INCLUDE, BUT ARE NOT LIMITED TO Ensures financial compliance with grant and contract requirements for Adult Employment & Training and Youth Employment & Training Departments. Reviews all departmental grants and contracts to ensure appropriate and allowable costs, and to ensure that financial reporting supports grant reporting requirements. Prepare monthly/quarterly financial reports and billings to all funding agencies and ensures that financial grant requirements and grant reporting deadlines are met. Prepare invoices and monitor accounts receivable. Participate in the policy committee and assist in the development of policies and procedures. Ensure that department related grant and contract requirements are incorporated into the development of policies and procedures.

2 Manages the procurement of goods, services, and capital projects to ensure purchasing requirements are met. Develop the appropriate purchasing documents in any large procurement. Assists Department Managers in monitoring vendor work performance relative to the contract to ensure compliance. Oversees development of purchased service contracts. Responsible for development of Adult Employment & Training and Youth Employment & Training Department budgets in coordination with Department Managers. Responsible for preparation and presentation to Department Managers of budget versus actual reports and revenue and expenditure projections monthly. Assists Department Managers in development and submission of financial elements of grant proposals. Manage property insurance transactions with insurance broker for Adult Employment & Training and Youth Employment & Training Departments. Reviews, codes and approves vendor invoices. Reviews general ledger detail of all Adult Employment & Training and Youth Employment & Training programs. Monitors monthly financial reports to ensure accurate accounting of all transactions. Performs balance sheet reconciliation and journal adjustments. Performs annual inventory and oversees asset management for Adult Employment & Training and Youth Employment & Training Departments. Performs lease negotiations with the Adult Employment & Training and Youth Employment & Training Department Managers. Works with landlord on facility issues with Adult Employment & Training and Youth Employment & Training Department Managers. Oversees school immunization tracking and compliance. PROFESSIONAL QUALIFICATIONS Bachelor s degree plus 3years of work experience in related field or equivalent combination of education and experience in related field may be substituted. COMPETENCIES Knowledge of generally accepted accounting principles (GAAP) for the public sector Knowledge of principles and practices of public sector administration including accounting, budgeting, finance, procurement, contracting, statistical analysis and report writing. Knowledge of grants accounting and governmental A-133 audit preparation processes. Management information systems, office methods and procedures for municipal and corporate accounting. Experience in database and accounting software. Ability to interpret and apply federal and state program requirements based on statutes, regulations and program guidelines. Ability to interpret financial reports, analyze data, prepare financial forms and related reporting. High level of reasoning ability is necessary to prepare complex spreadsheets. Relative comfort creating pivot tables and integrated worksheets. Ability to work independently and diplomatically.

3 COMPENSATION/BENEFITS The salary for this full-time exempt position is a Grade 8, starting salary range of $49,608 to $54,216 per year, depending on experience and qualifications. Low deductible Health Insurance includes dental and vision coverage for employee and dependents. Full time employees pay 10% of the total monthly premium. Life, Personal Accident and Long Term Disability Insurance 100% employer paid Deschutes On-Site Medical Clinic and Pharmacy (free and discounted services to employees and dependents). Flexible Spending Account Plan PERS retirement - In addition to the COIC employer contribution, COIC also makes the employee member contribution of 6% of salary. For complete PERS program details, log on to the PERS deferred compensation plans available Aflac supplemental insurance various plans are available Vacation leave 8 hours per month to start, with increasing accruals over time Sick leave 8 hours per month 9 paid holidays Paid CET transit pass APPLICATION PROCESS The application deadline is Friday, May 19, To be considered, please submit a completed COIC employment application, a cover letter with current salary, and resume including a list of six professional references to: employment@coic.org. If you are unable to scan and your application packet, you can also fax to (541) COIC s employment application and full job description for this position are available at Your application, cover letter and resume must be received in the Hawthorne Station Administration Building NE Hawthorne Avenue, Bend OR no later than Friday, May 19, COIC is an Equal Opportunity Employer. Auxiliary aids and services are available upon request for individuals with disabilities.

4 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL JOB DESCRIPTION Job Title: Departmental Fiscal Services Administrator-Adult & Youth Grade Level: 8 Effective 1/5/17 Revised 5/1/17 Job Reports To: Executive Director Supervisor: Yes No Status: Exempt Non Exempt Work Location: Hawthorne Administrative Offices Safety Sensitive Position: Yes No Subject To Dot Drug/Alcohol Testing: Yes No POSITION SUMMARY: This position supports the strategic objectives of the Adult Employment & Training and Youth Employment & Training Departments by assuring sound financial management and ensuring the accuracy and integrity of financial and budgetary information. While housed centrally and working within the fiscal and administrative department, this position is the business partner to the Adult Employment & Training and Youth Employment & Training Departments, supporting the Department Managers in their Department s success. Coordinates, analyzes and reports the financial and budgetary performance to the Department Managers and Executive Director. This position will have functional hands-on responsibility of accounting functions including accounting, budgeting, fiscal planning, procurement, contract review and legal compliance. ESSENTIAL JOB FUNCTIONS Ensures financial compliance with grant and contract requirements for Adult Employment & Training and Youth Employment & Training Departments. Reviews all departmental grants and contracts to ensure appropriate and allowable costs, and to ensure that financial reporting supports grant reporting requirements. Prepare monthly/quarterly financial reports and billings to all funding agencies and ensures that financial grant requirements and grant reporting deadlines are met. Prepare invoices and monitor accounts receivable. Participate in the policy committee and assist in the development of policies and procedures. Ensure that department related grant and contract requirements are incorporated into the development of policies and procedures. Manages the procurement of goods, services, and capital projects to ensure purchasing requirements are met. Develop the appropriate purchasing documents in any large procurement. Assists Department Managers in monitoring vendor work performance relative to the contract to ensure compliance. Oversees development of purchased service contracts. Responsible for development of Adult Employment & Training and Youth Employment & Training Department budgets in coordination with Department Managers. Responsible for preparation and presentation to Department Managers of budget versus actual reports and revenue and expenditure projections monthly. Assists Department Managers in development and submission of financial elements of grant proposals. Manage property insurance transactions with insurance broker for Adult Employment & Training and Youth Employment & Training Departments. Reviews, codes and approves vendor invoices. Reviews general ledger detail of all Adult Employment & Training and Youth Employment & Training programs. Monitors monthly financial reports to ensure accurate accounting of all transactions. Performs balance sheet reconciliation and journal adjustments. Fiscal - Departmental Fiscal Services Administrator-Adult/Youth

5 Performs annual inventory and oversees asset management for Adult Employment & Training and Youth Employment & Training Departments. Performs lease negotiations with the Adult Employment & Training and Youth Employment & Training Department Managers. Works with landlord on facility issues with Adult Employment & Training and Youth Employment & Training Department Managers. Oversees school immunization tracking and compliance. MINIMUM EDUCATION & SKILLS REQUIRED Educational/Experience Requirements: Bachelor's degree plus 3 years of work experience in related field or the equivalent combination of education and experience in related field may be substituted. Essential Job Knowledge, Skills and Abilities Knowledge of generally accepted accounting principles (GAAP) for the public sector Knowledge of principles and practices of public sector administration including accounting, budgeting, finance, procurement, contracting, statistical analysis and report writing. Knowledge of grants accounting and governmental A-133 audit preparation processes. Management information systems, office methods and procedures for municipal and corporate accounting. Experience in database and accounting software. Ability to interpret and apply federal and state program requirements based on statutes, regulations and program guidelines. Ability to interpret financial reports, analyze data, prepare financial forms and related reporting. High level of reasoning ability is necessary to prepare complex spreadsheets. Relative comfort creating pivot tables and integrated worksheets. Ability to work independently and diplomatically. Basic Job Requirements: Maintain client and agency confidentiality. Pass a criminal background and driving background check. Valid Driver's license and access to private vehicle or equivalent means of transportation. Ability to work as part of a team. Mobility to work in a typical office setting and use standard office equipment. Ability to manage time effectively and efficiently. Physical Requirements: Light duty work in office setting. Sedentary, sitting, walking, standing, stooping, and occasional carrying / lifting of items under 20 pounds. Reasonable accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation. Work Environment: Office setting primarily in a climate controlled environment with minimal safety/hazard potential. Exposure to Confidential Information: HIPAA: Yes No Payroll: Yes No This job description is Not all inclusive and is subject to change. Additional duties and tasks may be assigned, as necessary. Employment remains AT-WILL at all times. Employee Signature: H.R. Manager Signature: Supervisor Signature: Fiscal - Departmental Fiscal Services Administrator-Adult/Youth