Temporary Fiscal Coordinator

JOB SUMMARY

Performs a variety of fiscal and administrative support functions that may include purchasing accounts payable and receivable payroll budget management and other fiscal areas.

MINIMUM QUALIFICATIONS

Three (3) years of related experience in purchasing accounts payable and receivable payroll and other related fiscal duties; OR an equivalent combination of related education and experience.

Due to the nature of this position the successful applicant must pass a required name only background check in accordance with current County Human Resources policy requirements.

ESSENTIAL FUNCTIONS

Performs purchasing functions that involve processing purchase requests verifying invoices processing payments to vendors maintaining documentation and assisting other staff with purchasing activities.

Closes monthly expenditures reviews petty cash accounts and conducts annual controlled asset audits.
Coordinates purchasing details with vendors and monitors contracts and payments for compliance. Authorizes payments.
Assists with preparing and processing payroll; answers payroll questions and provides training instruction and assistance to staff in payroll procedures and check distribution. Assists with benefits enrollment. May act as hiring manager.
Assists the Fiscal Manager and administrative staff in preparing Division budgets and fiscal program development plans.
Maintains fiscal and payroll records and performs backup accounting functions.
Performs Division-wide purchase card reconciliations and postings. Completes necessary Journal Voucher adjustments. Reviews for compliance with established policies and procedures.
Reviews and submits paperwork for bid processes and tracks purchases until completed and paid.
Process all purchase requisitions obtain small-cost purchase order numbers process bid information and forward invoices to the Auditors office for payment.
Maintains special accounts such as subscriptions and publications merchandise receipts pricing travel education etc. ensuring proper documentation authorization and adherence to fee structure.


Arts and Culture
Prepares bi-weekly resident ticket settlements and submits for payment.
Reviews event settlement reports for accuracy generates invoice/credit memo and compiles backup issues invoice or submits credit memo for payment.
Monitors outstanding invoices and sends notices for past-due accounts.
Processes daily bank deposits posts payments to outstanding accounts and prepares necessary accounting entries.
May collaborate with Division HR Coordinator and Mayors Finance to resolve payroll and human resource issues.
Coordinates with Division staff to register and tag new controlled asset purchases. Processes PM-2 forms to track the transfer and disposal of controlled and fixed assets.


KNOWLEDGE SKILLS AND ABILITIES (KSA)
Knowledge of:

County fiscal and purchasing and budget procedures
County payroll processes policies and procedures
General accounting principles and procedures
Business math
Research and data collection techniques
Contract administration
Budget preparation and administration
Computer spreadsheet and word processing software

Skills and Abilities to:

Perform mathematical and accounting computations
Communicate effectively both verbally and in writing
Interpret and follow complex written and oral procedures and instructions
Develop and present clear and precise reports
Use and manipulate spreadsheet and database programs
Develop and maintain detailed financial systems
Plan organize and prioritize work assignments to meet deadlines

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
Work duties are typically performed in a general office setting.

TEMPORARY POSITIONS:

An At Will FLSA non-exempt employee who is not eligible for County benefits and who must work an average of 29 hours or less per week or an average of 129 hours or less per month.

• Must work an average of 29 hours or less per week or an average of 129 hours or less per month.
• Are not eligible for County benefits except as otherwise provided for by policy.
• Are not considered merit employees.
• Are at will employees who may be terminated for any reason without notice and without a pre-termination hearing.