Assistant Fiscal Operations Supervisor

Lucas County•Toledo, OH

About The Position

Under the direction and supervision of the Lucas County Child Support Agency Case Financial Supervisor or designee, the assistant is responsible for but not limited to providing supportive leadership and work direction of assigned team and/or area of responsibility to ensure consistency, standardization and development of best practices as they relate to division services. Responsible for the interpretation and clarification of work procedures.

Requirements

High School diploma or equivalent.
2 years of Child Support financial process experience interpreting and applying court orders, child support functions, responsibilities, and regulatory requirements or other human service agency financial process experience and Microsoft excel.
6 months of demonstrated leadership ability, including motivating, coaching and supporting staff to meet performance goals.
Knowledge of Division policies and procedures, both within the assigned unit and across the division.
Knowledge of Federal and State government structure, including regulations specific to the child support program.
Knowledge of English grammar, composition, and business writing standards.
Knowledge of Agency computer systems, internet usage, and case management systems (including SETS and Ohio Benefits and how they interface).
Knowledge of research methods and techniques.
Knowledge of financial processes related to child support cases, including payment processing.
Knowledge of court orders, legal terminology, and their application in case management.
Skill in effective oral and written communication, including tailoring messaging to diverse audiences.
Skill in interpreting policies, procedures, and legal documents.
Skill in organization, time management, and prioritization of tasks.
Skill in public speaking and presenting information clearly and professionally.
Skill in conducting research and analyzing information.
Skill in operating standard office equipment (e.g., telephone, copier, scanner, computer).
Proficiency in Microsoft Office Suite, including Outlook, Teams, SPO, Word and Excel, with the ability to communicate, create, format, and analyze documents and data.
Ability to communicate clearly and effectively in both oral and written formats.
Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, and division.
Ability to use mathematical reasoning to identify and solve routine work-related problems.
Ability to analyze problems, collect and evaluate data, and draw sound conclusions.
Ability to monitor, guide, and support the work of staff.
Ability to gather, organize, and classify information related to data, individuals, or processes.
Ability to foster and maintain a productive and professional work environment.
Ability to apply policies and procedures to resolve practical, day-to-day issues.
Ability to handle sensitive and confidential inquiries with professionalism and discretion.
Ability to identify issues, actively listen, and provide accurate responses or explanations.
Ability to maintain accurate records and prepare clear, concise correspondence.
Ability to manage multiple assignments and meet deadlines.
Ability to collaborate with internal staff, supervisors, and external agencies to ensure timely and accurate completion of work.
Must possess and maintain a valid Ohio or Michigan driver's license and must maintain a driving record that meets Lucas County insurability standards.

Responsibilities

Managing work assignments and daily phone coverage in coordination with the unit supervisor.
Ensuring the unit has adequate supplies to perform their job duties.
Assisting the Supervisor with assigning tasks and setting unit priorities to ensure timely and accurate completion.
Delegating and following up on the completion of: Financial Institution Data Matches, Reduction of Permanently Assigned Arrears (ROPAA), Incorrect Caseload report, Case Closure report, Default with no Ordered Payment on Arrearage (OPA), No default with OPA.
Updating the ROPAA database quarterly, monitoring and keeping track of current ROPAA accounts and adding additional cases when necessary.
Assisting with audits and distributions.
Monitoring the Lucas financial mailbox to facilitate communication with the state Payment Analysis and Account Reconciliation (PAAR) team, Ohio Child Support (OCS), and Smart Applications, as required by state and federal guidelines.
Processing child support payments with accuracy using check scanning equipment and payment posting software.
Processing financial corrections as identified when necessary or at the direction of PAAR, OCS, or the Support Enforcement Tracking System (SETS) Help Desk.
Managing misallocated payments and voids by reissuing and reposting payments as needed or requested.
Monitoring the shared email account for releases and processing payment.
Performing the duties of Transfer Coordinator by managing cases transferred to or from our county to another county or the state according to the established workflow.
Performing the duties of the SETS Third Party Coordinator by maintaining the integrity of the directory for employers, courts, agencies, labs, prisons, insurance companies and others in connection with the OCS Third Party Team.
Providing oversight of records retention in either digital or paper format in accordance with local, state, and federal guidelines.
Resolving complex and/or unusual situations independently; identifying and escalating high-level issues to the supervisor when necessary.
Assisting the unit supervisor with projects as needed.
Providing coverage for the Case Financial Supervisor in their absence.
Acting as a back-up for bank monitoring/reconciliation.
Processing genetic testing payments (includes building shell case, sub order, routing payments to Child Support Payment Central for proper posting, closing out case after payment processes).
Offering input into the development of policies and procedures as required to accomplish the assigned work and the goals of the unit.
Working with the unit supervisor to maintain and update the unit manual, workflows, and instructions.
Maintaining working knowledge of agency policies, manual regulations and community resources.
Working with the unit supervisor and management to establish and promote a culture that fosters a commitment to the Agency’s mission.
Demonstrating leadership behavior consistent with the mission and core values.
Representing the Agency on community program-related committees (may be required).
Participating in workshops, conferences or training sessions, as requested.
Performing other related duties inherent to this position and/or consistent with the classification assigned.