2C30
FISCAL ASSISTANT

This is fiscal work administering multiple departments’ budgets, contract purchases, contract payments, and other financial services. This employee prepares and controls small departmental budgets by collecting and compiling data for preliminary budget preparation, preparing justification for modifications in expenditures, submitting budgetary figures for approval, and forecasting expenditures. This employee must also prepare and maintain a variety of departmental reports and records. An employee in this class supervises, assigns, reviews and assists as needed the activities of a subordinate clerical and technical staff engaged in the purchase and payment of contracts. Establishing effective working relationships with departmental administrators, city officials, and representatives from outside agencies is a significant aspect of the work. Work is performed under the direction of an administrative superior.

1. The position must be responsible for the preparation and control of the operating budget for multiple small departments, typically totaling less than twenty (20) million dollars.
2. The position must supervise, assign, review, and assist as needed the activities of a subordinate clerical and technical staff engaged in contract purchasing and payments.

Collects and compiles data for preliminary budget preparation; prepares justification for modifications in expenditures; adjusts budget figures as the result of administrative review; provides information and data to administrative officials concerning budget requests and figures.

Meets with departmental administrators to discuss budget figures and proposals; helps to establish the priority of different requests; participates in determining the strategy to be used when requesting program additions or continuations.

Reviews requisitions for conformance to the budget; notifies administrators of requisitions for non-budgeted items; recommends the transfer of monies to cover non-budgeted items.

Prepares periodic reports on budget transactions including reports on the status of budgetary accounts; forecasts future expenditures.

Oversees the maintenance of records on purchases, expenditures, and balances of accounts; ascertains whether expenditures are within budgetary allotments; prepares documentation for transfer of funds between accounts, if needed.

Supervises, reviews, and assists as needed the preparation of contracts for procurement goods and services prepared by subordinate personnel for multiple departments; ascertains whether funds are available; makes recommendations for approval; serves as departmental representative to resolve problems such as delivery delay and discrepancies in billings.

Supervises, reviews, and assists as needed the payment processing for procurement contracts; holds responsibility for accuracy and timeliness.

Supervises, reviews and assists as needed the city-wide advertising contracts purchasing and payments; reviews the preparation of vouchers, maintenance of the database, flow through the approval process, and payment processing

Tracks multiple departments’ revenue generation; prepares the revenue budgets and related reports; keeps track of deposit summaries; verifies that information is posted appropriately in the database.

Completes annual department asset reports; gathers fiscal data.

Performs related work as required.

KNOWLEDGE OF:
• the principles, practices, and procedures of office management
• business English
• budget management
• contract management
• computer applications for financial reporting
• recordkeeping and reporting systems used in budget preparation and contract management
• supervisory methods and practices
ABILITY TO:
• use the principles and practices of public finance as applied to the preparation and control of budgets
• apply the methods and practices used in the maintenance and control of fiscal and budget records
• effectively administer and oversee purchase requests and payments
• forecast department expenditures based on current and previous expenses or other appropriate factors
• use computer applications and databases appropriate for work
• prepare comprehensive fiscal reports and statements
• present ideas effectively, both orally and in writing
• establish and maintain effective working relationships with departmental administrators, city officials, and representatives from outside agencies

EDUCATION

Education equivalent to completion of the twelfth school grade.

AND
SPECIFIC EXPERIENCE:

Four years of experience performing clerical work.

AND
GENERAL EXPERIENCE:

Three years of experience at an administrative or paraprofessional level performing facilitating services in such financial areas as budget and contract purchasing and payments.

OR


Any equivalent combination of education and experience determined to be acceptable by the Personnel Department that has included the two years of specific experience as a minimum

Post high school semester hour credits from an accredited college or university may be substituted for the general experience on a year for year basis. (30 credits is equivalent to one year)

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.