Finance & Administration Supervisor

Amador County; Jackson (CA); On-site; USD 85,000 - 110,000; Full time

Job summary

Amador County Probation Department seeks a seasoned finance and administration supervisor or fiscal officer to oversee the department's budget, cost accounting and grant administration, and supervise clerical and fiscal staff. This role requires strong analytical and supervisory skills and the ability to implement financial controls.

Under direction, you will work with the CAO and department head, prepare budget modifications, monitor revenues, and ensure compliance with state guidelines.

Qualifications

• Equivalent to an Associate’s Degree in accounting, finance, or business administration.
• Five years of financial/administrative program work with at least one year in a supervisory role.
• Possession of a valid California Driver’s License is required.
• Background and credit history checks will be conducted as part of the hiring process.

Responsibilities

• Develops and monitors the department's annual budget and budget modifications.
• Provides primary financial and administrative support to the department head or unit administrator.
• Performs grant administration duties and ensures program compliance.
• Reviews revenue reports and maintains internal accounting controls.
• Prepares purchasing documents and tracks budgetary expenditures.

Skills

Budget development

Grant administration

Payroll administration

Supervision

Cost accounting

Public relations

Recordkeeping

Data reporting

Policy development

Education

Associate degree in accounting/finance

Bachelor's degree desirable

Job description

**The Probation Department has only one vacancy and depending on qualifications, this vacancy will be filled as either Finance & Administration Supervisor or Fiscal Officer**

DEFINITION

Under direction, assumes responsibility for finance and administrative operations within an assigned department or unit; prepares and monitors the department’s or unit’s annual budget; performs cost accounting and grant program administration; plans, organizes, directs, coordinates, supervises and evaluates the work of clerical, secretarial and fiscal staff; performs a variety of difficult, complex, and specialized office support, information gathering, information preparation; and performs related duties as required.

REPORTS TO

Higher level management staff.

CLASSIFICATIONS SUPERVISED

This classification exercises direct supervision over secretarial, fiscal and clerical staff.

The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed.

• Assumes responsibility for finance and administrative operations within an assigned department or unit.
• Serves as primary financial and administrative staff support person for the department head or major unit administrator, in an agency with several major units.
• Performs a wide variety of specialized fiscal and administrative assignments.
• Develops policies and procedures in assigned area.
• Establishes and maintains internal administrative and accounting controls for the department or unit.
• Performs cost accounting and cost allocations for assigned operations and budget; assumes responsibility for budget development by attending budget workshops.
• Compiles information.
• Reviews revenue reports.
• Develops and enters line item details.
• Gathers supporting documentation for budget changes and new requests.
• Conducts a review with department management, the CAO and Auditor; compiles and creates budget modification requests, maintains and tracks a variety of fiscal and budget control documents and reports.
• Performs grant administration duties, identifies grant opportunities, completes applications, compiles budgets and monitors grant activities to ensure compliance with program fiscal and operational requirements.
• Reviews bills for payment.
• Posts paid claims and reconciles with Auditor’s budget reports.
• Monitors and balances petty cash.
• Provides comprehensive information about policies, programs, functions, and procedures.
• Maintains and tracks a variety of fiscal and budget control journals, documents, and reports.
• Prepares and submits activity reports and reports required by other government agencies.
• Maintains and submits payroll documents and records.
• Establishes, and updates information retrieval systems.
• Develops and implements revisions to management systems.
• Prepares purchasing documents and facilitates purchasing procedures for the department or unit; gathers, organizes, and summarizes a variety of data and information.
• Performs special projects and prepares reports.
• Composes and compiles correspondence, informational material, and documents.
• Maintains office supplies and inventory.
• Serves as department or unit liaison on new technology issues and projects.
• Operates computers to maintain and update files and databases.
• Generates computer reports, and performs related duties as required.

Knowledge of:

• County policies, rules, and regulations.
• Operations, services, rules, policies, and procedures of the department where assigned.
• Principles and practices of budget development administration and control.
• Public and community relations.
• Principles and practices of grant development and administration.
• Administrative analysis and statistical techniques.
• Office management methods and procedures including computers and software applications related to administrative support work.
• Methods and techniques of establishing and maintaining filing and information retrieval systems.
• Purchasing methods and procedures.
• Principles and practices of account and statistical recordkeeping.
• Personnel Principles of supervision, training, and performance evaluation.
• Principles and practices of rules and regulations of general accounting.
• Principles and practices of financial administrative policy development.
• Principles and practices of payroll administration.
• Rules on confidentiality of records and file maintenance.
• Principles and practices of customer service.
• Methods and techniques of preparing financial reports, statements and records.
• Methods and techniques of evaluating and auditing programs.
• Applicable state guidelines and regulations.

Ability to:

• Perform a wide variety of complex and specialized fiscal and administrative support work for an assigned department or major unit.
• Perform general accounting duties in assigned department or unit.
• Supervise, train, and evaluate the work of assigned staff.
• Delegate assignments to lower level staff.
• Develop and implement financial controls and administrative processes in assigned department or unit.
• Interpret, explain, and apply a variety of County and department policies, rules, and regulations.
• Work with considerable initiative and independence while exercising good judgment in recognizing scope of authority.
• Exercise significant responsibility in the development, maintenance, and control of the department or unit budget.
• Gather, organize, analyze, and present a variety of financial and administrative data and information.
• Prepare, clear, concise and accurate financial and administrative records and reports.
• Use a personal computer and appropriate software for word processing, recordkeeping, and administrative functions.
• Effectively represent the County and the Department or unit in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other County staff, and other agencies.
• Understand and carry out oral and written directions.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.

TYPICAL PHYSICAL REQUIREMENTS

Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of audio-visual equipment; use of office equipment including computers, telephones, calculators, copiers, and fax machines.

TYPICAL WORKING CONDITIONS

Work is performed in an office environment; contact with staff and the public.

Any combination of training which would likely provide the required knowledge and experience is qualifying. A typical way to obtain the required knowledge and abilities would be:

Education

Equivalent to an Associate’s Degree in accounting, finance, business administration or related field. A Bachelor’s Degree is highly desirable.

Experience

Five (5) years of increasingly responsible experience performing a variety of technical financial and administrative program work, with at least one (1) year in a supervisory position.

SPECIAL REQUIREMENTS

• Possession of an appropriate, current, and valid California Driver’s License issued by the Department of Motor Vehicles.
• As part of our hiring process and prior to appointment, the selected candidate will be subject to a comprehensive background investigation. This investigation will include, but is not limited to, the verification of education and employment history, interviews with individuals known to the candidate, personal conduct, and criminal and credit history checks.