This is administrative and technical fiscal work planning, directing and overseeing the budget development and expenditure control systems in an agency providing health and human services. The employee in this class directs a staff responsible for planning and maintaining budgets for grants and contracted services, monitoring expenditures and encumbrances, and analyzing and recording data on financial transactions. Work involves determining an agency’s obligations for grants and contracted services, and developing contingency plans for the office in light of projected budgetary surpluses or deficits. Significant aspects of the work include directing the daily budget and accounting activities of the office, developing operational policies and procedures for the office and/or contract agency staff, ensuring that reporting requirements of the funding sources are met, and participating in the preparation of an agency’s budget for the provision of services. Work is performed under the direction of an administrative superior.ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
Establishes policies, procedures, and reporting requirements for office and contract agency staff in accordance with governmental laws and regulations; ensures compliance with policies and procedures either directly or through subordinates; develops and updates an operational manual ensuring that information remains current in response to changes in laws or regulations or modifications in office procedures; makes recommendation to superior for program modifications to enhance the effectiveness and efficiency of office operations.
Participates in the agency allocation process with health and human service program managers; determines obligations of each funding source by computing provider agency allocations and the administrative costs of the office; determines anticipated funding from governmental and other funding sources; analyzes the financial obligations in comparison to funding available and prepares a report of findings and recommendations for review by superior and program managers.
Plans, assigns, and reviews the work of a staff who assist in the establishment of authorized levels of reimbursement for grant and contract providers; establishes budget variance levels for agencies; oversees the review of invoices submitted by agencies through subordinates; ensures, through subordinates, that expenses submitted are eligible in accordance with policies and regulations; reviews and analyzes variance reports prepared by staff at the service provider level and in the program aggregate by funding source.
Directs staff in the preparation of budgets and quarterly expenditure reports as required by funding sources; oversees and participates in the preparation of the office's annual expenditure report; manages the invoice reimbursement processing required by state and federal funding in accordance with State Act 148; prepares other reports as required or upon request of funding sources or departmental administrators.
Directs staff in the preparation and monitoring of grants and contracts with provider agencies; insures that contracts comply with City and funding agency requirements.
Supervises staff in monitoring the financial performance of provider agencies through annual site reviews; develops monitoring protocol and reporting format to be followed.
Oversees the review of audit reports prepared by accounting firms in determination of the propriety of invoiced expenditures and the financial condition of provider agencies; participates in the development of the audit program utilized by the accounting firms; establishes protocols and procedures to be followed.
Directs staff in the development, modification and maintenance of the division's computerized accounting system; oversees the development and maintenance of a payment and encumbrance system, which monitors all advances and disbursements to agency providers.
Reviews proposed legislation; determines impact of proposed changes on the City programs; prepares a response to the legislative body; meets with governmental officials to resolve problems related to funding or other fiscal matters.
Provides a consultative service to contract providers in all phases of the fiscal operations; interprets policies, procedures and reporting requirements for provider agencies; meets with providers to resolve problems encountered.
Performs related work as required.
Completion of a bachelor's degree program in accounting, business administration, health administration or social services at an accredited college or university.AND
Two years of administrative experience.AND
Three years of administrative experience which have involved the analysis of budget requirements and expenditures and the preparation of budget requests in a health or human service program area or developing, coordinating, and monitoring contract activities for a major operating division of a health or social service department, two years of which have been in a supervisory capacity.OR
Any equivalent combination of education and experience determined to be acceptable by the Personnel Department, which has included a bachelor's degree as an educational minimum.
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.LICENSES, REGISTRATIONS AND/OR CERTIFICATES
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.