Fiscal Operations Manager

COUNTY OF BUCKS

JOB TITLE:

Fiscal Operations Manager

JOB CODE:

0115

DEPARTMENT:

Housing & Community Development

UNION:

00

FLSA STATUS:

Exempt

GRADE:

99

POSITION SUMMARY :

The Fiscal Operations Manager is a key position within the Bucks County Department of Housing & Community Development and is responsible all financial aspects of the department. These aspects include but are not limited to: development and managing of the departmental budget; day-to-day oversight of financial transactions, financial program analysis and preparation of financial and administrative reports and grants management. Interfaces with various County Departments to ensure optimal financial processes are in place for meeting regulatory requirements and County policies. Performs administrative tasks related to the implementation of federal, state, local grant programs and serves as office manager for the department. Responsible for the development and implementation of policies and operating procedures. This position is eligible to participate in the Bucks County Remote Work/Telework Policy.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

• Primarily responsible for managing the various revenue streams that fund the Department, reviewing and updating fiscal policies and producing useful tracking and reporting functions to improve Department's financial processes. Ensure coordination across Department's various funding streams in terms of fiscal processes and policy.
• Preparation of annual County budget and program budgets, including monitoring expenditures by funding stream and maintenance of administrative cost allocation plan.
• Create and maintain fiscal manual for the Department. Review, analyze, and recommend fiscal policies and procedures. Assists with implementation of monitoring procedures to ensure program manuals are adhered to by subrecipients.
• Maintains technical competency relative to HUD and Commonwealth of PA programs and guidelines, project financing, County financial practices, and local, state, and federal legal requirements. Interprets and communicates relevant applicable knowledge for community partners via tutorials, guidelines, and conferences.
• Regularly coordinates with other County Departments such as Controller, Purchasing, and Finance to ensure optimal alignment of Department financial policies with County financial policies and procedures.
• Assist in budget development for grant writing proposals, monitoring program budgets after funds received, and assists staff to review program applications and project budgets.
• Assists in the proper execution of sub-recipient and vendor contracts and all procurement activities in accordance with County Policies and Procedures and related fiscal and procurement governance guides issued by the Federal Office of Management and Budget.
• Maintenance of required documentation records and audit trails consistent with federal and state regulations, including the Department of Housing and Urban Development (HUD).
• Prepares or assists in the preparation of required fiscal documentation including:

• Deposits, Monthly Budget Analysis (MBAs), Journal Entries
• Departmental Lawson/ERP reports
• Fiscal/procurement reviews
• State, Federal, Departmental, and Program fiscal audits

• Reconciliation of expenditures by reviewing posted administrative and program costs to appropriate grants.
• Assist Project Administrators with financial tracking and oversight of grants and projects. In coordination with other Project Administrators, process project payment requests and maintain appropriate financial records and databases for Department contracts. Serve as a reviewer for payment requests, including the identification and correction of discrepancies between requests and contracts.
• Manages departmental invoices, accounts payable, accounts receivable, purchasing, payroll, and bookkeeping records.
• Review, investigate and correct as needed any financial data and budget variances using Generally Accepted Accounting Principles (GAAP).
• As needed, administer contracts funded under Community Development Block Grant (CDBG), Home Investment Partnership Program (HOME), Housing Trust Fund (HTF), Emergency Solutions Grant (ESG), Pennsylvania Housing Affordability and Rehabilitation Enhancement Fund (PHARE), HUD Continuum of Care, and other funding sources. Administrating of contracts includes contract creation/renewal, payment processing, monitoring of deliverables/eligibility, and budget oversight.
• Provide departmental administrative support including but not limited to, purchasing, office supplies and inventory, vendor payments, office equipment operation, preparation of work orders and other financial functions.
• Other duties as assigned.

QUALIFICATIONS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree from an accredited college or university in Accounting, Government Accounting or related field is preferred; or three plus years of financial management or professional level accounting/grant management experience; or any combination of experience and educational background that demonstrates ability to perform the job functions and responsibilities.
• Typing skills at 35+ wpm.
• Experience in administering federal, state, and local funding sources is highly preferred.
• Knowledge of accounting principles and procedures, including principles and practices of auditing and cost accounting, and knowledge of principle and practices of public fiscal administration. Non-profit accounting experience a plus.
• Ability to identify and analyze fiscal trends and provide fiscal and budgetary forecasts.
• Knowledge of financial statements for both for-profit and non-profit organizations for purposes of underwriting grant applications and subrecipient audits.
• Ability to provide guidance, training and technical assistance to Departmental colleagues and to staff of program funded agencies.
• Ability to acquire and retain knowledge of federal and state Fiscal Agent operating procedures related to Housing and Urban Development funding streams. Ability to reference HUD and OMB resources related to procurement and fiscal activities.
• Must be proficient in Microsoft Office Word, and Outlook, PowerPoint. Intermediate knowledge in Excel is a plus. Working knowledge of Lawson/Infor ERP, Database software, and Adobe Acrobat Professional a plus.
• Ability to work both independently and as a team member.
• Excellent oral and written communication skills.
• Must possess and maintain a valid driver's license and have use of a personal vehicle.
• Experience in human resources management a plus.

Job Details

5750

Full-Time Exempt, Salaried

Open

Housing & Community Development

Pay Rate: Based on Experience.

March 1, 2024 2:00 PM

Open Until Filled