Services Online

Job Code: 1127
Pay Grade: 013
FLSA Status: Non-Exempt 

• Prepares and maintains accounts payable and revenue records by fund, grant, project and account.
• Maintains an automated accounting system.
• Audits, verifies and processes travel reimbursement requests.
• Receives, audits and posts revenue received and submits to Finance for deposit.
• Assists in preparing and monitoring division budget.
• Prepares budget transfer requests, purchase orders, delivery orders, field purchase orders and purchase card orders.
• Prepares bills for purchase of services and maintains billing system records within division guidelines and procedures.
• Encumbers funds and processes invoices for payment.
• Coordinates purchases, deliveries and P-Card order for goods and services procured by the division.
• Prepares monthly and quarterly financial reports for funds, grants, and projects to accurately track revenue and expenditures.
• Analyzes and reconciles accounts to identify discrepancies and accurately maintains records and reports.
• Maintains accurate records of goods and services ordered and received.
• Prepares departmental timesheets and submits to Payroll for processing.
• Make recommendations to establish or revise divisional fiscal procedures.
• May be responsible for maintaining departmental petty cash fund.
• Supervises clerical staff as assigned.
• Coordinates, prepares and reviews fiscal, administrative, and outside legal services, Invitation for Bids (IFBs), Requests for Proposals (RFPs), and agreements, and follow up amendments as may be applicable.
• Coordinates and reviews fiscal and administrative contractual/Purchase Order (P.O.) items, such as: auditing proposals; assuring sufficient budget; making recommendations accordingly; troubleshooting problems (e.g., contractual compliance, scope-of-work parameters, explanations/interpretations of intended contractual services, etc.); working with internal and external staff, vendors, and other pertinent personnel; initiating and setting up meetings, fine-tuning/revising descriptions, etc.; tracking/monitoring costs.
• Works with various work groups within the division and department to develop improved fiscal and administrative procedures (workflows and processes).
• Initiates, coordinates, recommends, and prepares procedure documents.
• Monitors procedures; recommends and/or prepares revisions, as needed.
• Assists management in the evaluation of the successful implementation and maintenance of the procedures.
• Approves purchases and services in procurement software.
• Maintains computerized Bill Frequency Analysis data base for use in forecasting demand for water service.
• Accurately formatting and updating data models, which is critical in the development of water and wastewater rates.
• Serves as point of contact on leased building maintenance and management issues which includes interfacing with other county departments (Real Estate Management, etc.) and property management company on pending issues.
• Coordinates the division tangible property requirements and serves as the department’s representative.
• Coordinates special projects, assignments, and programs.
• Analyzes and interprets proposed legislation, documents of technical and non-technical nature, emergency response plans, etc.
• as related to financial matters to develop and provide recommendations and/or impact statements.
• Assists in writing and processing grant applications for Federal, State, and Local funding programs.
• Coordinates financial needs during emergency operation activation.
• Performs other related duties as assigned.