FISCAL MANAGER / POLICE

St. Charles County, MO • Saint Charles, MO

41d

About The Position

The purpose of this position is to assist with department budget preparation, recommendation and administration; prepare budget documentation; monitor expenditures/requisitions for compliance with budget limits and mandates; grant and contract management; assist the Captain with the hiring process and other personnel actions requiring clerical support; ensure all personnel files and Use of Force reports are properly maintained. The work is performed under the direction of the Captain-Administrative. Assists and coordinates section/division heads in preparing the annual operating budget and the five-year capital budget plan. Summarizes budget requests for review by Chief of Police. Adjusts and recalculates the budget as changes are ordered. Coordinates approved budget implementation with County Finance and Personnel Directors. Revises line items as requested by Police personnel. Computes estimated actual expenditures as opposed to approved salaries and recommends deficit corrective actions to department management. Monitors requisitions/expenditures by section/division for compliance with purchasing policies, bidding requirements, and budget limits. Coordinates cost savings and alternative funding for required but non-budgeted expenses. Analyzes expenditure trends, particularly large expenditures. Recommends and prepares budget amendment requests to the County Director of Administration with the Chief's approval. Assists the Captain-Administrative Services in analyzing employee starting salaries and other budget items. Prepares monthly expenditure reports that compare actual and projected personnel costs. Projects year-end deficit/surplus. Recommend corrective actions for deficits. Monitors revenues. Prepare a monthly report, including year-end projections. Estimates next year's revenue. Monitors receipts and disbursements on a variety of funds, including those for training, drug enforcement, donations, and DWI. Prepares periodic reports and revenues and expenditures for each fund. Initiates cost-saving studies. Manages all state and federal grants awarded to the department. Prepares financial projections required by state and federal grants. Periodically prepares and submits grant applications. Coordinates financial matters with Department personnel and other County supervisors, department heads, and officials. Maintains knowledge of department operations; accounting and auditing principles, policies, and procedures; and procurement policies and procedures. Conducts periodic unannounced cash flow audits throughout the Department. Tracking and invoicing overtime and hours for various municipalities and Contracted Private Businesses. Coordinating with Finance for invoicing individual municipalities. Initiates systems and procedure studies as directed, such as computerization requisition system, organizational studies, pay plans, and other studies. Prepares and collates data and statistics for surveys. Audits revenue receipts and budget expenditures to verify/confirm to-date activity and unencumbered budget balances. Manages all private security contracts with the department in addition to grants and funding awarded for salaries and overtime, including billing/invoicing for the contracts and grants. Develops forms, templates, and layouts using Microsoft Word, Excel, and Adobe graphics software. Contact job applicants. Schedules and coordinates interview boards. Coordinates paperwork and processing of new hires. May participate in the interview process for certain civilian positions. Assists with special projects. Assists with confidential personnel actions to ensure that paperwork is processed, signed, copied, collated, and distributed. Maintains confidential and sensitive files, including Use of Force. Estimates personnel section expenses for budget projection and tracks annual personnel expenses. Performs lead worker tasks to ensure reception duties are provided and various personnel records are maintained. Assists with tasks as necessary. Assists auditors biannually. Copies and files personnel records. Delivers documents as needed. Participates in staff meetings. Performs other duties as assigned.

Requirements

• Bachelor's degree in Accounting, Business, or Public Administration, or related field.
• 2 years of experience in accounting/auditing experience, preferably in a public agency setting.
• Employment is contingent on successfully passing a full criminal background check.

Responsibilities

• Assists and coordinates section/division heads in preparing the annual operating budget and the five-year capital budget plan.
• Summarizes budget requests for review by Chief of Police.
• Adjusts and recalculates the budget as changes are ordered.
• Coordinates approved budget implementation with County Finance and Personnel Directors.
• Revises line items as requested by Police personnel.
• Computes estimated actual expenditures as opposed to approved salaries and recommends deficit corrective actions to department management.
• Monitors requisitions/expenditures by section/division for compliance with purchasing policies, bidding requirements, and budget limits.
• Coordinates cost savings and alternative funding for required but non-budgeted expenses.
• Analyzes expenditure trends, particularly large expenditures.
• Recommends and prepares budget amendment requests to the County Director of Administration with the Chief's approval.
• Assists the Captain-Administrative Services in analyzing employee starting salaries and other budget items.
• Prepares monthly expenditure reports that compare actual and projected personnel costs.
• Projects year-end deficit/surplus.
• Recommend corrective actions for deficits.
• Monitors revenues.
• Prepare a monthly report, including year-end projections.
• Estimates next year's revenue.
• Monitors receipts and disbursements on a variety of funds, including those for training, drug enforcement, donations, and DWI.
• Prepares periodic reports and revenues and expenditures for each fund.
• Initiates cost-saving studies.
• Manages all state and federal grants awarded to the department.
• Prepares financial projections required by state and federal grants.
• Periodically prepares and submits grant applications.
• Coordinates financial matters with Department personnel and other County supervisors, department heads, and officials.
• Maintains knowledge of department operations; accounting and auditing principles, policies, and procedures; and procurement policies and procedures.
• Conducts periodic unannounced cash flow audits throughout the Department.
• Tracking and invoicing overtime and hours for various municipalities and Contracted Private Businesses.
• Coordinating with Finance for invoicing individual municipalities.
• Initiates systems and procedure studies as directed, such as computerization requisition system, organizational studies, pay plans, and other studies.
• Prepares and collates data and statistics for surveys.
• Audits revenue receipts and budget expenditures to verify/confirm to-date activity and unencumbered budget balances.
• Manages all private security contracts with the department in addition to grants and funding awarded for salaries and overtime, including billing/invoicing for the contracts and grants.
• Develops forms, templates, and layouts using Microsoft Word, Excel, and Adobe graphics software.
• Contact job applicants.
• Schedules and coordinates interview boards.
• Coordinates paperwork and processing of new hires.
• May participate in the interview process for certain civilian positions.
• Assists with special projects.
• Assists with confidential personnel actions to ensure that paperwork is processed, signed, copied, collated, and distributed.
• Maintains confidential and sensitive files, including Use of Force.
• Estimates personnel section expenses for budget projection and tracks annual personnel expenses.
• Performs lead worker tasks to ensure reception duties are provided and various personnel records are maintained.
• Assists with tasks as necessary.
• Assists auditors biannually.
• Copies and files personnel records.
• Delivers documents as needed.
• Participates in staff meetings.
• Performs other duties as assigned.

Benefits

• This is a full-time 40 hour per week position which includes a full range of benefits including Paid Time Off, Extended Medical Leave, Holidays, Employee Health, Dental, Life, Disability, Retirement, and Tuition Assistance programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support