Temporary Fiscal Coordinator

Salt Lake County•Salt Lake City, UT

13d•Onsite

About The Position

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 Auditor’s 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 Mayor’s 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. Additional Information 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.

Requirements

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.
Knowledge of County fiscal and purchasing and budget procedures
Knowledge of County payroll processes, policies, and procedures
Knowledge of General accounting principles and procedures
Knowledge of Business math
Knowledge of Research and data collection techniques
Knowledge of Contract administration
Knowledge of Budget preparation and administration
Knowledge of Computer spreadsheet and word processing software
Skills and Abilities to Perform mathematical and accounting computations
Skills and Abilities to Communicate effectively both verbally and in writing
Skills and Abilities to Interpret and follow complex written and oral procedures and instructions
Skills and Abilities to Develop and present clear and precise reports
Skills and Abilities to Use and manipulate spreadsheet and database programs
Skills and Abilities to Develop and maintain detailed financial systems
Skills and Abilities to Plan, organize, and prioritize work assignments to meet deadlines
successful applicant must pass a required name only background check in accordance with current County Human Resources policy requirements.

Responsibilities

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 Auditor’s 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.
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 Mayor’s 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.