Assistant Fiscal Administrator

City of Portsmouth; Portsmouth (VA); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Portsmouth seeks a skilled financial services professional to support budgeting, accounting, fee collection and financial reporting. You will help monitor grant funds, execute year-end close, and prepare external financial statements under the Fiscal Administrator’s guidance.

The role emphasizes strong accounting controls, staff supervision, and collaboration with multiple departments to sustain accurate financial operations for the city.

Qualifications

• Bachelor’s degree in Finance, Accounting or related field and relevant experience.
• Knowledge of budgeting, accounting, and financial reporting is required.
• Experience with internal controls and grant funds is preferred.

Responsibilities

• Assist with developing and improving accounting and fee collection systems.
• Monitor grant funds and assist with year-end close and external reports.
• Support staff development, performance management and training.
• Prepare bi-monthly work schedules and comprehensive financial reports.
• Contribute to the annual operating budget and state contracts where applicable.
• Serve as liaison in the administrator’s absence and participate in committees.

Skills

Financial management

Budgeting

Accounting

Internal controls

Supervisory skills

Staff development

Education

Bachelor’s degree in Finance, Accounting or related field

Tools

Grant management systems

Financial reporting software

Job description

GENERAL STATEMENT OF JOB

Under general supervision, this position assists with managing financial services activities, to include budgeting, accounting, accounts receivables and payable, property inventory, fee collection, reimbursement and financial reporting. Reports to the Fiscal Administrator.

ESSENTIAL JOB FUNCTIONS

Assists with the development, modification and improvement in accounting and fee collection systems; recommends policy changes or new policies as needed; reviews and test internal controls to ensure the security of resources and integrity of financial systems information; assists with monitoring and controlling grant funds received from all sources; and assists with performing year-end close out of funds and preparing and submitting external financial reports.

Assists with the effective supervision and administration of staff development and training, succession planning, performance management, employee relations, prioritizing and assigning work and related activities.

Assists with preparing bi‑monthly work schedules to establish work objectives, deadlines and priorities for all fiscal staff; preparing comprehensive financial reports, to include status of revenues, expenditures and accounts receivables for all individual budget units; preparing the annual operating budget for the city; converting the approved city budget to a performance contract for the State Department of Mental Health, Mental Retardation and Substance Abuse Services; and regularly reviewing the operating budget and making recommendations as necessary.

In the absence of the Fiscal Administrator, may serve as a liaison to the Board's Administration/Finance Committee; chairperson of the Fee Collection/Reimbursement committee; participate in Community Services Boards-wide committee assignments; and conduct special projects as requested.

Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

PERFORMANCE INDICATORS

Knowledge of Job:

Has considerable knowledge of the principles, policies and methodologies of managing financial services, accounting reimbursement, fee collection, budgeting and accounts payable and receivable. Has general knowledge of the administrative policies and procedures of public administration. Has some knowledge of supervisory principles. Is able to evaluate and develop financial management programs and systems, to assess and report on the status of revenues, expenditures and accounts receivables for multiple budget accounts; to supervise staff; and to interpret oral and written instructions. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work:

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all departments, co-workers and the general public.

Quantity of Work:

Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

Dependability:

Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance:

Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment:

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice when necessary. Researches problems, situations and alternatives before exercising judgment.

Cooperation:

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified i.e., poor communications, variance with policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others:

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, Executive Director of the Community Services Board, professionals and the general public.

Coordination of Work:

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping:

Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Planning:

Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the city regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department and the city. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving departmental and city objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and city.

Organizing:

Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all city and department matters affecting them and/or concern to them.

Staffing:

Works with other city officials and management to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and city. Personally directs the development and training of department personnel in order to ensure that they are properly inducted, oriented and trained.

Leading:

Provides a work environment, which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of city goals and objectives.

Controlling:

Provides a work environment which is orderly and controlled. Coordinates, audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards, methods and procedures.

Delegating:

Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.

Decision Making:

Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

Human Relations:

Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.

Policy Implementation:

Has a clear and comprehensive understanding of city and State policies regarding the department and city function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.

Policy Formulation:

Keeps abreast of changes in operating philosophies and policies of the city and continually reviews department policies in order to ensure that any changes in city philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same.

EDUCATION & EXPERIENCE

Bachelor’s degree in Finance, Accounting or a related field, and 2-3 years of progressively responsible experience in program budgeting, accounting and grants management, to include at least 1 year of supervisory experience; or an equivalent combination of education and experience.

SPECIAL REQUIREMENTS

An acceptable general background check to include a local and state criminal history check and sex offender registry check.

Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

Requires the ability to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are those for Light Work.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications:

Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and directions to co-workers or assistants, as well as receiving information and assignments from supervisor.

Language Ability:

Requires the ability to read program and policy manuals, regulatory requirements, financial statements, budgeting and accounting documents, financial reports and requirements and administrative references. Must be able to prepare financial statements, summaries and reports, correspondence, administrative documentation, financial plans and policies using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence:

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions, interpret an extensive variety of technical instructions in mathematical or diagrammatic form and deal with several abstract and concrete variables.

Verbal Aptitude:

Requires the ability to record and deliver information, explain procedures, and follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English and using financial management terminology.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply, and divide, determine percentages, calculate interest, profit and loss, proportions, etc.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

Manual Dexterity: