Fiscal Officer II

Dauphin County•Harrisburg, PA

10d•Onsite

About The Position

Dauphin County Work Release Center is currently accepting applications for the position of Fiscal Officer II. The overall objective of this job is to oversee the control and responsibility of the fiscal operations, file rooms, office’s information technology functions, and the overall managing of the Work Release Center (WRC) fiscal and budgetary planning. This role administers financial assistance and administrative support services to employees, the resident population, resident employers, and vendors in accordance with federal, state, and local guidelines. The Fiscal Officer II performs a full range of managerial and financial management duties, maintains financial records and reports, and develops necessary policies and procedures for strategic planning and direction. This position also coordinates and manages complex financial concerns and operational issues, and the work activities of a varied administrative support staff.

Requirements

Associates Degree in Accounting preferred or commensurate experience in general principles of accounting and comprehension of WRC fiscal policies/procedures.
Minimum of five years employment at the WRC with a minimum of two years supervisory experience preferred.
Knowledge of Microsoft Excel and Word necessary.
Must possess excellent math and accounting skills and ability to prepare and interpret accurate and detailed financial reports and budgets.
Must possess excellent organizational skills and ability to perform several duties simultaneously
Must possess ability to monitor accurate details, records, and files in order to produce required financial documents.
Knowledge of WRC principles of administration and supervision.
Knowledge of standard English usage, grammar, and spelling.
Knowledge of applicable federal, state, and local rules and regulations.
Knowledge of WRC policies/procedures and organization.
Knowledge of applicable rules of court.
Must possess skill in operating standard business machines, including, but not limited to Windows PC, computer data entry typing, fax/scan, photocopier, and the automated phone system.
Must possess skill in managing multiple, simultaneous tasks and deadlines; ability to work with close attention to details, repetitively, and under occasional duress and frequent interruption.
Must possess skill in interviewing, fact-finding, and mediating.
Must possess good communication and interpersonal skills.
Must possess initiative and problem-solving skills.
Must possess ability to maintain confidentiality regarding client and employee information and records.
Must possess ability to make independent decisions.
Ability to communicate clearly in English, orally and in writing.
Ability to understand and carry out complex oral and written instructions.
Ability to carry out regular meetings with fiscal department personnel.
Ability to exercise independent judgement within stipulated bounds.
Ability to supervise a moderate size group of professional and non-professional staff.
Ability to establish effective work relationships with the Dauphin County Court of Common Pleas; other county, state, and federal courts; administrative superiors, peers, subordinates; officials of federal, state, and local law enforcement agencies; attorneys, residents, their families, friends, and advocates; and other interested persons of diverse cultures and educational backgrounds.
Ability to accept persons of diverse cultures and educational backgrounds.
Ability to repeatedly stand, stoop, sit, and reach; ability to retrieve, move, and stow manual files, ability to lift twenty pounds, asymmetrically distributed.
Must possess ability to record, convey, and present information, explain procedures and follow instructions.
Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting, reaching, stooping and grasping as necessary to carry out job duties.
Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out job duties.
Sedentary work, with occasional lifting/carrying of objects with a maximum weight of twenty pounds.
Must be able to cope with the physical and mental stress of the position.
Must be able to pay close attention to details and concentrate on work.
Must demonstrate resourcefulness in decision making and problem solving.

Nice To Haves

Minimum of two years supervisory experience preferred.

Responsibilities

Evaluates performance measures and procedures to obtain state and federal reimbursements (including grants); interprets financial data and makes proper assessment to prepare the required reports; ensures the required documentation meets local, state, and federal standards.
Analyzes, researches, prepares, and monitors the annual budget and participates in county WRC budgetary hearings. Reviews budgetary and monthly general ledger financial concerns and deviations with the Director.
Keeps the Director apprised of the WRC’s financial condition and status in all fiscal related areas.
Applies financial monitoring to reimbursements and payments to identify and appropriately manage and utilize these funding sources.
Reviews and monitors financial and statistical data, and maintains financial records, and oversees the program budget, receipts, expenditures, reports, and other departmental financial data.
Assesses situations quickly and objectively to determine the proper course of action, use appropriate judgement to make decisions of an automated/technical, managerial, and/or administrative nature in support of the WRC’s financial and managerial goals.
Manages all financial functions and maintains reports and other financial documentation for technical defects or errors, verifies and reconciles financial data to assure accuracy and completeness of information, including processing WRC invoices for payment by the Controller and compliance with other financial reporting requirements.
Oversees a variety of business functions for the fiscal department including processing WRC resident’s paychecks, generating invoices for residents paid directly by their employer, processing additional payments made by residents for fines and costs or past due balances, reconciliation of the office bank accounts, and financial adjustments.
Manages and participates in external audits and performs client internal audits.
Administrator of payroll by collecting, calculating, and entering payroll data of the entire WRC staff.
Designated as the Custodian of Records and provides direction and control of record retention, including record collections, maintenance, organization and production, managing and archiving in accordance with federal and state laws, requirements, and guidelines.
Oversees and manages the purchasing of equipment, supplies, service agreements, and information technology functions. Monitors the efficient delivery of vendors, recommends purchases, prepares requisitions and purchase orders, and consults with the Director of Purchasing in accordance with established procedures.
Assists as the ACT 81 Administrator and communicates with the Pennsylvania Department of Corrections regarding annual reimbursements owed to the WRC.
Oversees and manages the Work Release Inmate Commissary Account to include check depositing/recording, making purchase requests to the Court Administrator as needed, managing commissary records and reconciliations to include reconciliation reports, preparing the account annually for audit, monitoring petty cash disbursements and repayments of small resident loans, and monitoring commissary account payments.
Reviews and develops policies and procedures.
Manages and/or grants access to confidential cases and ensures the appropriate handling of sensitive material and processing of confidential cases.
Coordinates ordering of cell phones for authorized employees and provides invoice monitoring, copying, and forwarding to Probation Services for payment.
Coordinates, oversees, and monitors the payment of services for annual maintenance contracts, for the medical services contract provider, and drug testing provider contracts along with ordering of drug testing supplies as needed.
Coordinates the annual Escheats report that is annually submitted to the Pennsylvania Department of Treasury.
Coordinates the registering and tagging of Dauphin County assets (physical property) per the Dauphin County Purchasing Department.
Participates and responds to concerns of data reliability issues, audit requirements, internal control audits, and IRS safeguard reviews.
Selects, orients, instructs, trains, and oversees a small staff of administrative assistants.
Coaches, counsels, evaluates, and effectively recommends measures to correct deficiencies and administer discipline of employees.
Coordinates, monitors, and maintains the clerical/fiscal department, dockets, and file rooms by scheduling work assignments, reviewing staff’s work for accuracy and completeness, setting priorities, resolves backlogs, identifies staff development and conducts training, and administers individual and unit meetings to offer support and guidance.
Assists the Director, Deputy Director and PO III Supervisor with onboarding new employees. Establishes and maintains new employee files, ensuring all required hiring documentation is completed and uploaded to the appropriate document records. Coordinates and assigns computers, work badge etc... Provides first-day orientation support as needed and ensures all onboarding tasks and requirements are completed in a timely manner.
Assists the Director and Deputy Director with the hiring process, including creating position requisitions and preparing job postings for new positions. Coordinates and schedules interviews as directed and prepares and provides all necessary interview documentation.
Monitors and remains in compliance with all applicable laws, policies, regulations, and information that may affect the WRC or fiscal department and assist in the implementation of any policy or procedural changes as required.
Maintains a courteous and cooperative working relationship with others, including the general public, elected and appointed officials of the county, municipal, state, and federal government, and other interested persons.
Responds to questions and investigate complaints from the public, judicial officers, attorneys, governmental agencies and staff and assist with the resolutions and alternative recommendations.
Demonstrates the use of reliable management monitoring tools and methods to improve worker performance, optimize achievement of performance numbers, and maximize collection of fiscal monies owed to the WRC.
Performs other job-related duties as required.
Recognizes that their work schedule must be flexible at times to allow for urgent work issues to be resolved.
Ensures a cooperative environment and open dialogue with management to achieve office consistency.
Attends prescribed local, regional, and national meetings, conferences, and instruction as required.
Performs the duties of staff in their absence.