Business Officer II - DSS Administration

Nash County•Nashville, NC

8d•Onsite

About The Position

The primary purpose of this position is to assist the Social Services Director with the administration and coordination of the fiscal operation of the Agency. The Business Officer is a resource in administrative, budgetary, and personnel matters, including the interpretation of federal, state and agency policies and procedures. The Business Officer is responsible for the direct management, coordination, supervision, and operation of the Administration Unit. Responsibilities include gathering, analyzing, and reporting information concerning existing and/or new fiscal, automation and personnel projects and making recommendations to the Director necessary to obtain the desired objectives. This position works closely with the Director on budget development and implementation, policy review and development, direction of work flow, assessing and meeting staff needs, and problem resolution. This position must have considerable working knowledge of mandated program services, policies and procedures in all Social Services programs in order to effectively manage budgets while complying with federal, state and local regulations. In addition, responsibilities include, but are not limited to, planning, supervision, and management of the fiscal and budgetary operations of the agency and personnel administration. The Administration Unit is accountable for fiscal and budget management, purchasing, contract maintenance, payroll, accounts payable and receivable, monthly state expenditure reporting, fleet management, and audit preparation.

Requirements

Considerable working knowledge of mandated program services, policies and procedures in all Social Services programs.
Ability to concentrate and organize in the preparation of Agency’s budget.
Understanding of accounting principles and governmental practices with ability to manage/adjust Agency’s General Ledger; ability to work with independent auditors and County Finance Department, and prepare requested reports.
Ability to perform internal Agency audits and prepare internal audit reports, independent of personal relationships within the Agency, and oversee/establish internal controls.
Ability to maximize Federal and State funding through monitoring funding on a monthly basis and meeting deadlines.
Ability to finalize preparation of monthly agency reimbursement reports by evaluating daysheet coding and staff time reports and making adjustments as necessary to maximize revenues.
Excellent oral communication and writing skills required to be effective and successful in this position; accurate spelling and correct grammar usage is required.
Knowledge of or ability to adapt to Microsoft Excel, PowerPoint and Word is necessary.
Graduation from a four-year college or university preferably with a major in business, public, or hospital administration, and five years administrative experience involving participation in the planning and management of a business or governmental program; or an equivalent combination of training and experience.

Nice To Haves

Ability to work in county emergency shelters and/or with emergency programs, as deemed necessary by the Director.

Responsibilities

Directly supervises the day-to-day activities of fiscal staff.
Monitors fiscal activities to assure compliance with established county/state deadlines and policies.
Compiles and prepares administrative and program expenditure reports to obtain financial reimbursement of local, state, and federal funds, including the monthly preparation of the agencies reimbursement reports.
Tracks and reports agency statistics.
Monitors agency and office support activities to assure compliance with local, state, and federal rules, regulations, policies, ordinances, and laws.
Evaluates work flow to determine efficiency and to devise and implement cost saving methods/procedures for the unit.
Develops, implements and monitors long-term plans, goals and objectives focused on achieving the mission and priorities of the Administration Unit.
Responsible for recruitment of unit personnel by selecting, interviewing, and making recommendations for new hires.
Oversees unit training, evaluations, grievances, disciplinary actions and terminations.
Holds periodic meetings with employees to provide consultation, support and assistance to ensure a continuing sound and progressive fiscal operation.
Responsible for the financial management of Social Services budget of $16 million with multiple revenue resources: State and Federal funding, Local Appropriations, grants, client fees, and contracted vendor payments.
Monitors the agencies policies and procedures to assure compliance with The Family Medical Leave Act, The Fair Labor Standards Act, and Americans with Disabilities Act.
Reviews candidates’ qualifications being considered for employment.
Develops and implements operational and organizational changes within the Administration Unit to meet new demands.
Oversees all correspondence on past and present employees concerning payroll changes, employment verification, leave, retirement status, and employee references.
Assists with planning for agency operating cost.
Obtains quotes from vendors, reviews contracts and leases, and makes recommendations to the Director before purchasing.
Ensures all other purchases are made in accordance with the Local Fiscal Control Act.
Develops procedures to assure the most cost effective and timely reimbursement of expenditures.
Reviews purchase orders, requisitions, invoices, travel requests, agency supplies, etc., assuring that these are processed in compliance with the County Budget Ordinance, Personnel Policy, Fiscal Control Act, and NC Health and Human Services.
Supervises the receipt and deposit of all monies accruing to the Social Services Department.
Closely monitors financial stability of the agency and keeps the Director informed of issues, changes in allocations, or unexpected expenditures and revenues.
Distributes the Record Retention and Disposition Manual and providing guidance on purging requirements.
Makes decisions on specific operating problems in accordance with departmental policies and procedures.
Compiles all sections of the Agency’s annual budget, in conjunction with the Director; keys agencies budget into MUNIS software.
Evaluates budget and revenue alternatives and recommends courses of actions.
Discusses budget development issues with departmental supervisors and provide advice and guidance relating to prioritizing based on available funds.
Participates with the Directors in budget work sessions with the County Manager, County Finance Director and any attending County Commissioner, to review and justify budget requests prior to presentation to the County Commissioners.
Reviews and prepares information regarding the financial operation of the Social Services Department for the Directors, Human Services Consolidated Board, County Manager and Finance Director, as needed.
Monitors caseworker’s daysheet coding to ensure that entries are accurate to maximize revenues for the agency.
Addresses coding to non-reimbursable programs, or coding to areas outside of the employee’s job scope.
Monitors agencies budget for spending levels and receipt of revenues; works with Management Team members to develop and request budget amendments or transfer of funds, as indicated by changes in program demands or funding.
Conducts internal audits to examine financial operations; determines Agency compliance with applicable laws, regulations, and policies; determines effectiveness and efficiency of operations, and determines program results.
Completes the annual DSS self-assessment audits.
Coordinates request for other unit files from Single Audit staff.
Provides fiscal documents for the county Single Audit and the annual DSS Fiscal Monitoring.
Maintains contracts for Social Services and ensures that all aspects of the agreement are specified.
Reviews contracts to determine if amendments are needed and ensures that spending is within the specified terms.
Manages fleet of thirteen agency vehicles.
Recommends disposal and purchases of vehicles, when required.
Manages DSS space.
Makes referrals to maintenance of needed repairs.
Coordinates upgrades of space with County Engineer.
Coordinates technology management.
Makes recommendations of needed computer replacement, networked copiers, and agency issued cell phones.
Recommends needs to the IT Department and obtains approval from the Controller’s Office.
Reviews Indirect Cost Plan annually to ensure all cost from other agencies are included.
Monitors significant changes to maximize federal and state funds.
Maintains all agency contracts.
Reviews contracts for all necessary forms and content and ensures that funds are not overspent.
Acts as primary NC Fast System and Path NC Administrator by setting up and revoking access for all employees using the system.
Updates must be made when positions and job duties change.
Ensures workers are assigned to work queues to ensure they receive necessary reports and screens.
Assists the Director in gathering, analyzing, editing, and reporting information for various administrative programs, budget and fiscal matters.
Acts as a liaison between agency Director and line staff.
Offers suggestions and recommendations to the Directors on enhancing and/or improving operations.
Assists the Director in daily management activities and confers with administrative and management personnel of other county, regional, and state agencies in administrative service problems.
Secures information for use by Directors in preparing reports and prepares summaries of factual data.
Serves as an assistant to the Director in interpretation and dissemination of policies and rules and in the formulation of new or revised policy relating to administrative, fiscal, and personnel matters.
Responds to requests for information from county and state officials, including County Finance Director, Human Resources Director, state representatives, county auditors, and board members.
Attends Human Services Consolidated Board meetings, if requested.