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JOB SUMMARY
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Under the direction of a higher classified employee, manages the financial and budgetary processes for the Department. Manages the fiscal control, accountability and integrity for funding received from Federal, State, and local revenue sources. Performs all financial, billing, and contracting processes to ensure compliance with state, federal, grantor, and contractual requirements.
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EXAMPLES OF DUTIES
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Essential Duties:
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Responsible for day-to-day finance operations of the Public Defender's office Finance, Data, and Operations Division.
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Prepares departmental budget, providing support to programs in development and submission of departmental and program budgets. Develop, present, and oversee financial budgets on an annual and quarterly basis or as directed; Ensure all budgets and financial processes align with department and program goals.
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Evaluate budget proposals and financial requests for viability, forecast financial needs throughout the year, track results and comparing them to key financial targets, and prepare cost estimates and plans, while providing necessary reporting, documentation, and financial assessments.
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Provides monthly and quarterly monitoring of departmental budget, assuring expenditures and revenues are within budgetary and programmatic guidelines. Provides monthly reports to management team and assists programs in monitoring of program level budgets, assuring the department maintains a balanced budget. Leads team in periodic budget adjustments based on trends and projections.
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Reconciles and monitors balance sheet activities; assist with accounts receivable; calculate and recommend adjustments as needed. Collaborate with A/R to prepare reconciliations.
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Provides revenue projections based on Federal, State, and local revenue sources. Consults with programs to assure services maximize revenue opportunities.
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Provide financial summaries, reports, and recommendations as needed; Ensure all financial decisions and records adhere to legal regulations.
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Assures appropriate records are maintained according to standards of all revenue sources, including formula and competitive grants. Trains staff in requirements and provides oversight of compliance regarding financial operations.
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Confers with leadership, internal teams, and varying programs to coordinate resources, service delivery and accountability to consumers in the most efficient and effective manner. Works through complex financial data to develop and maintain an accurate record-keeping system. Identify, flag, and analyze potential financial and budgetary risks.
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Coordinate and manage audit procedures and prepare general ledger and other schedules as necessary for the annual audit. Prepare or assist with the preparation of monthly, quarterly, and annual financial and grant reports. Overseeing the process of audits, making recommendations on policies, and ensuring that the organization fulfills international and governmental obligations of compliance.
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Manages department contracts and responsible for writing up contracts related to professional or genal services and then tracking those contracts through their lifecycles.
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Build and maintain relationships with vendors, clients, and other business connections; Maintain contract-related documents and correspondence.
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Present contract information to relevant parties, such as stakeholders; Troubleshoot contract-related problems such as breach of contract. Keep track of contracts and extend, renew, or close them out as needed while assisting with the department's compliance with mandatory standards.
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Supports programs in developing, monitoring, and evaluating program services and activities, including researching, and developing fund sources, preparation of grant and program proposal budgets and developing financial monitoring tools.
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Maintain required documentation to ensure proper internal controls prepares reports, records, correspondence, and other written materials in accordance with professional standards and Departmental retention standards.
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Ensures reports are submitted to appropriate agencies and departments in alignment with designated deadlines. Oversees preparation for annual audits, provides staff support for audit and presents findings to management for action.
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Performs other duties as assigned.
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The above statements are intended to describe the general nature and level of work being performed by employees assigned in this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
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EMPLOYMENT QUALIFICATIONS
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Knowledge, Skills, and Abilities:
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Principles and practices of employee supervision and evaluation, public personnel administration and labor relations in a public agency setting.
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Principles and practices of budget development and administration.
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Practices of financial projections or forecasting.
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Acceptable accounting principles and ability to apply them in a public setting.
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Principles and practices of public administration.
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Skilled in the use of various financial software.
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Business mathematics, including basic statistical analysis techniques.
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Correct oral and written business English usage.
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State and Federal funding sources for indigent public defense services.
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Applicable laws, regulations, policies, and procedures.
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Report preparation, analysis, and development.
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Computer applications related to work.
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Principles of contract negotiation and administration.
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Planning, organizing, and directing a Finance and Operations Unit.
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Development of Unit and Individual work plan.
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Interpreting, applying, and explaining complex laws, policies, and regulations.
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Supporting non-financial management staff in understanding, developing, administering, and monitoring budgets including expense and revenue.
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Negotiating and monitoring contracts and resolving conflicts.
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Setting priorities, coordinating multiple projects, and meeting critical deadlines.
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Using sound independent judgment within established policy and procedural guidelines.
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Preparing clear, concise, and effective written material.
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Establishing and maintaining effective working relationships with others.
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Entering and retrieving information from a computer with sufficient speed and accuracy to perform the required work in a timely manner.
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LICENSE/CERTIFICATION
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Possession of a valid driver's license.
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PHYSICAL DEMANDS
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Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a computer monitor and hearing and speech sufficient to communicate in person or over the telephone.
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These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
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EDUCATION
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Equivalent to a bachelors' degree with major coursework in finance, budget, or accounting.
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EXPERIENCE
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Five (5) years of progressively more responsible professional financial experience in managing federal funds, preferably in a public sector setting, and involving indigent public defense service grant management. Experience must include oversight or coordination of the work of others.
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The qualifications listed above are guidelines. Other combinations of education and experience, which could provide the necessary knowledge, skills, and abilities to perform the job, should be considered.
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FILING DEADLINE: 10/24/23
CONTROL NUMBER: 2308-2900-3029-0001
AN EQUAL OPPORTUNITY EMPLOYER
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