PAY RANGE: N27
This is administrative fiscal work directing and overseeing the planning and implementation of the financial management system for the Office of Behavioral Health and Intellectual Disability Services through subordinate managers and supervisors. An employee in this class oversees all budget, grants, contracts and accounting aspects of the Office’s programs, including a comprehensive budget program and consulting with departmental administrators and agency directors on matters concerning program funding and policy and developing or modifying budgetary and accounting procedures through subordinate supervisors. The employee also has responsibility for financial analysis and planning of the various funding streams of the General Fund, Grants Revenue Fund and HealthChoices Enterprise Fund including four separate accounts and managing fund balances and authorizing transfers.
Work includes monitoring agency compliance with appropriate federal, state, and local funding regulations and guidelines, planning and implementing fiscal system reviews of contracted agencies, and overseeing the development and modification of accounting and budget systems to conform to the requirements of multiple funding sources. Directing the implementation of fiscal objectives and directives, and meeting with departmental, governmental, legislative, and agency administrative officials for the purpose of reporting or resolving fiscal matters are significant aspects of the work. Work is performed under the supervision of a Deputy Commissioner.
ALLOCATING FACTORS: (The conditions below must be met for a position to be allocated to this class.)
· The employee in this class must direct budgeting, accounting and fiscal monitoring work through subordinate managers and supervisors.
· This position must perform financial planning and analysis work for the Office of Behavioral Health and Intellectual Disability Services.
· Only one position can be allocated to this class.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Ensures the compliance of expenditures and fund balances with appropriate regulations and guidelines; performs financial planning and analysis and implements fiscal system; directs, through a subordinate supervisor, the development of yearly allocations to contracted providers; oversees the review of historical data, the development of revenue projections, and the preparation of expenditure data to assure consistency in the allocation of funds; reviews and analyzes financial data prepared by subordinates in order to determine the status of grant operations; prepares fiscal reports showing the financial status of operations for review by departmental administrators and for submission to grantors and state agencies; directs staff in the preparation of annual income and expense reports to various state agencies; oversees the preparation of funding requests and close out packages for grant reimbursement; documents expenditures to obtain reimbursements from grant agencies.
Manages Health Choices Enterprise Fund including the audit and maintenance of contractual account balances through intrafund transfers; monitors Enterprise Fund expenses, including but not limited to Reinvestment activities; provides backup to the Deputy Commissioner to ensure all financial reporting requirements are met and properly documented for all funding sources; prepares cash-flow analyses to ensure resources are available to meet program obligations.
Directs, through subordinate professional fiscal supervisors, the activities of lower level budget and fiscal personnel engaged in developing and monitoring contracted provider program budgets, performing fiscal system reviews, developing and processing agency contracts, and monitoring compliance with regulations for agencies and programs providing mental health or intellectual disability services; provides leadership for the Operations/Fiscal unit and directs the coordination and integration of programmatic and budgetary analysis for contracted agency programs.
Informs departmental administrators of budget approval and reporting requirements; prepares and administers a comprehensive budget program including annual, quarterly and target budget for the department; advises program administrators of the appropriateness of budget requests; makes presentations to and confers with departmental managers on budgeting for new programs and development of new fiscal policies and accounting procedures; meets with community advisory boards and other external agencies regarding fiscal matters and their application to program services; may represent the Deputy Commissioner in his/her absence.
Analyzes current fiscal policies and procedures; makes recommendations for and implements new fiscal policies to be followed within overall state and City guidelines; advises program administrators of the interpretation and application of pertinent regulations and guidelines concerning fiscal issues; directs the preparation of revenue projections and advises departmental officials of anticipated revenue available to meet budgeted program costs; maintains fund balances for various funding streams; authorizes transfers between funds as needed; provides assistance in developing policy to reduce budgets and distribute available funding in accordance with program priorities.
Develops and implements standards and procedures to be followed in fiscal system reporting and audits; reviews discrepancies uncovered during audits of financial systems and records of provider agencies; advises the department or contracted agency of the necessary actions to be taken in order to be in compliance with appropriate regulations and guidelines governing the program; advises program officials of compliance problems; responds to dictates of federal, state and local audits.
Oversees the design, development and modification of the divisions' computerized accounting system and applications; ensures, through subordinate supervisors, that the system meets the requirements of the office and funding sources; coordinates, through a subordinate supervisor, the development and maintenance of a payment and encumbrance system which monitors all advances to contracted providers and disburses monthly fees for service; directs the processing of requisitions and payments to contractors, vendors and consultants; maintains the department’s cost allocation plan.
Meets with and makes presentations to City, State and Federal officials to discuss and resolve problems regarding funding and general fiscal policies; participates with the programs' administrators for the purpose of developing new or expanded program requests or to resolve outstanding budget issues; periodically meets with advisory board members and outside agencies to disseminate the status of program operations.
Directs the preparation of periodic and special reports pertaining to program, expenditures, reimbursement claims and other program aspects; directs the maintenance of accounting and related fiscal records; oversees the preparation of instruction manuals for invoicing, budgeting, and fiscal reporting by provider agencies.
Plans, assigns, and directs the financial activities of the department through subordinate managers; performs financial planning and analysis and economic analysis for forecasting; plans, assigns and directs the activities of subordinate supervisors and their staff performing contract management and budget activities. Reviews staff structure and assignments; conducts organizational analysis of division; defines goals and objectives for the finance division; ensures staff maintain current and receive training as needed in federal, state, and local statutes and regulations applicable to contracts, accounting, and financial reporting requirements.
Performs related work as required.
· the regulations and guidelines affecting fiscal activity in both a mental health, intellectual disability services or addiction services program as imposed by government regulatory agencies and third party revenue sources
· administrative principles and practices as they relate to governmental organizations
· program planning, management and evaluation
· supervisory principles and practices
· the principles and techniques of developing and maintaining a cost allocation plan and performance statistics
· the principles and practices of budget formulation, evaluation and administration
· the principles and practices of financial planning and analysis
· the application of economic, financial and statistical analysis related to the Enterprise Fund and varying funding sources
· the development, revision and administration of a comprehensive financial program
· City accounting standards
· federal and state grant management procedures and related laws and regulations
· accounting principles, practices, and procedures
· directing a comprehensive financial program including contract management, budget, accounting, compliance and financial planning and analysis
· strategic financial planning and managing stakeholder relationships
· direct and coordinate budget development and administration and other fiscal and accounting activities necessary to carry out the various facets of a fiscal monitoring program and comprehensive budget program
· exercise sound judgment in administering, reviewing and critically evaluating fiscal operations and in making recommendations relating to fund management and expenditures
· supervise the work of a group of employees engaged in developing and maintaining budgetary and related reports or transactions
· identify and evaluate significant trends in revenue and to make budgetary recommendations based on such trends
· present ideas effectively, both orally and in writing
· establish and maintain effective working relationships with government officials, departmental administrators, agency officials, associates, and subordinates
Completion of a bachelor's degree program at an accredited college or university in accounting, finance, public administration or business administration.
Four years of technical accounting, budgetary or fiscal experience which has involved analysis of budget requirements and expenditures and the preparation of budget requests.
Three years of administrative experience directing, through subordinate supervisors, a comprehensive budget program and managing grants and various fund balances for a major behavioral health services agency.
Any equivalent combination of education and experience, which has included a bachelor's degree program as an educational minimum and the specific experience as described above.
TYPICAL FEEDER CLASSES:
Fiscal Officer (2A33)
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established 5/81
CSC - 1/01
Ad. Board – 4/01
CSC – 8/16
Ad. Board – 10/16
Latest Spec. Revision:
CSC – 3/17
Ad. Board – 4/17