Job Title

Job Family

Job Code

Job Exempt

Fiscal Manager Departmental

Non_Bargaining

AFM76

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB113

Salary

$34.60

$44.11

$53.62

Job Description

Performs responsible administrative and supervisory work for a Department. Duties include participating in and coordinating preparation of annual budget, forecasting fiscal requirements, monitoring and maintaining annual budget, and supervising payroll and supply functions. Work is performed under general supervision and is reviewed through reports, conferences, and results obtained.

Minimum Qualifications:

Bachelor's Degree in Business Administration or related field with courses in accounting; and four (4) years experience in accounting, finance, or related field including some supervisory experience. Or an equivalent combination of education, training, and experience. Must pass a background check which includes a polygraph.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Coordinates preparation of annual budget by analyzing expenditure trends; forecasting fiscal requirements; evaluating budget requests for priority, quantity, and cost; reviewing completed budget requests for consistency and completeness; and facilitating development of a functional budget for the Department.

Depending on assignment: Prepares budget for presentation to Department Head, Chief Administrative Officer, Office of Management and Budget, Mayor, and City Council. Monitors budgeted expenditures by reviewing statement of operations and fiscal ledgers to avoid cost overruns; locates available funds for unanticipated fiscal needs using knowledge of Department's current spending trends and encumbrances; prepares budgetary transfer requests; and represents Department at meetings concerning fiscal matters. May provide statistic performance measures of OBFS's operation transactions as part of their annual budget report.

Depending on assignment: Reviews and approves requisitions for services and materials ensuring adequate funds and proper codes; authorizes payment of invoices; and follows up with vendors on billing errors, delayed delivery, and damages. May locate vendor source and determine costs. Meets with various vendors, sales representatives, and supervisors of various companies for possible purchase of supplies, services, and materials.

Depending on assignment: Coordinates the procurement process including selecting vendors, identifying contract vehicles, negotiating prices, overseeing the requisition process, and paying invoices. Evaluates bid packages from Purchasing Department to determine lowest bidder and whether bidder meets specifications; recommends acceptance/ rejection of bid. Establishes, develops, and maintains relationships with technology vendors; keeps lines of communication open in order to promptly address any issues or discrepancies. Tracks vendor deliverables and services as outlined in agreements or statements of work; ensures vendor's accountability; identifies potential risks; and mitigates those risks.

Analyzes and develops/revises both civilian/civil service procedures and systems; recommends improvements/cost reductions.

Ensures all financial transactions are in accordance with state, federal, and local statutes and policies, related procedures, and generally acceptable accounting principles.

Handles elements of payroll processing such as: Supervises employees engaged in the preparation and maintenance of computerized and manual fiscal files, reports, and payroll documents; assigns and reviews work; and resolves operational problems using knowledge of City/Department policies, procedures, and union contracts. Implements contract articles governing compensation for union personnel; reviews and approves weekly, bi-weekly, and supplemental payroll summaries ensuring compliance with contracts and City policies and procedures. Ensures EDV managers review and approve bi-weekly time sheets. Prepares and submits Department payroll adjustment pay requests such as working higher class and provides direction for accounting and payroll functions including the preparation of financial and personnel reports.

May manage funds such as: Managing multiple funding sources for personnel, operating budgets, grants, and capital projects. Performing independent research, and analysis, to lead discussions of Department quarterly fund status. Monitors and maintains fund balances for Building Code Enforcement Fund, Code Enforcement Lien Fund, and Downtown South Neighborhood District Fund to ensure regulatory compliance Performs quarterly and annual audits of Investigative Fund account to ensure proper documentation and use of funds; prepares report for supervisor's review.

Serves in special roles depending on assigned area: Serves as Department liaison regarding payroll, property, and supply matters. May act as a special assessment administrator for the City; serves as the sole recording and custodian of records of multiple special assessments that the City has; and records the revenues. May serve as the sole tax preparer for: Orange County Tourist Tax; State Sale and Use Tax Return; and the Fuel Tax Return. May serve as cash fund auditor; records petty cash fund; and audits different cash custody locations throughout the City. May act as a special project manager such as handling special event projects or reimbursing FEMA. May act as a liaison between the Department of Transportation and the Office of Business and Financial Services for routine correspondence. Serves as back-up to various assigned positions. Ensures proper maintenance of records relative to classification, salary, vacation time, sick leave, and compensatory time. Ensures maintenance of current inventory and recordkeeping of uniforms, equipment, office supplies, janitorial supplies, and Department property. May prepare Transportation Department briefings for the Mayor and senior staff meeting agendas.

Handles various aspects of contracts: Applies City codes, policies, and procedures to ensure technology contracts are renewed promptly. May research cooperative contracts for pricing options, draft negotiated procurement request memos, and provide sole source documents to Procurement. Maintains database of Citywide technology contracts, expiration dates, and approvals to proceed with service. Renews approvals based on: end users completing an internal control document and the Contract Assessment Form; IT Manager validating documents; and then IT fiscal staff processing those renewals. Discusses departmental contracts with Procurement and Legal; meets with Legal and Procurement managers weekly for status updates regarding technology contracts/agreements; and prioritizes agreements under review as necessary. Ensures technology project milestones/goals are met and adhere to approved budgets. Implements contract articles governing compensation for union personnel; reviews and approves weekly, bi-weekly, and supplemental payroll summaries ensuring compliance with contracts and City policies and procedures.

Handles various fiscal transactions; Records, monitors, and reconciles multiple ledgers and transactions for different divisions and areas such as: Budgets, Accounts Receivables, and Strengthen Orlando. Prepares departmental financial quarterly reports to Division managers, Department Director, and Chief Administrative Officer. Reviews and approves supplier invoices, requisitions for goods and services, ad hoc bank transactions, ad hoc payments, journal entries, spend authorizations, expense reports, etc. ensuring adequate funds and proper work tags. Provides oversight of accounting transactions, budget preparation, and financial reporting. Develops capital improvements requests utilizing engineering estimates for design and construction. Uses accounting procedures to execute transactions/requests from revenue collections, accounts payable, payroll, and procurement

May manage assigned employees; Supervises, coordinates, and evaluates the work of employees engaged in the preparation and maintenance of computerized and manual fiscal files, accounting transactions, recordkeeping tasks, and reports by assigning and reviewing work and resolving operational problems using knowledge of City/Department policies and procedures. Coordinates and conducts training of new employees in their job fiscal responsibilities. Initiates new requests for staffing, including personnel cost estimates, job descriptions, and compensation grades; follows the process until the creation of the position.

May supervise Cashier’s Office/City Hall Operations and personnel engaged in the recording and safekeeping of all monies collected; ensures revenue collection procedures follow established City of Orlando Cash Handling Policy. Implements and maintains internal audit procedures necessary to ensure accuracy and policy compliance.

May create better processes throughout the Venues Department; collects deposits for City events; reconciles advertising spends for City Events; reconciles balance sheet items for Venues; works with City accountants on this capital improvement budget Items. Serves as the administrator of the Event Settlement system. (VenueOps); submits working higher-class documents to Payroll; leads staff to complete monthly/quarterly/annual closings for Venues; and reviews related General Ledger entries.

May work closely with project managers responsible for pursuing federal and state agencies grants, award oversight, and related activities. Assists with budget preparation and amendments, journal entries, cash matches, required documents per contract guidelines, and financial reports to prevent under spending and maximize funds. Reviews grant account operating expenses, financial documents, and grant payments; prepares grant summary reports to request reimbursement of funds and grant closeout. Prepares reports required for the annual audit; responds to inquiries from the auditors for each federal and state funded program. Serves as a liaison to the Grants Oversight Committee. Provides administrative and fiscal direction of the Downtown South Neighborhood Improvement District DSNID operations. This includes grants oversight, accounting transactions, budget preparation, and financial reporting.

May be responsible for overseeing impact fee revenue collection, accounting transactions, concurrency reservation accounts, journal entries, credits, and customers financial inquiries. Creates and generates daily export file and provides financial and reconciliation reports. Prepares and assists the financial reporting manager with the Annual State AFR Impact Fee report. Assists and coordinates Orange County School Board with school impact fee annual audits.

May have other assignments such as: Provides fiscal and administrative direction to Division managers related to budget review committee BRC items, position control, hiring process, employment contracts, and related tasks, etc.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of theory and application of accounting principles and procedures relating to comprehensive departmental fiscal administration.

Knowledge of budget preparation and administration.

Knowledge of laws, ordinances, rules, regulations, contracts, policies, and procedures affecting operations.

Knowledge of principles and practices of statistics and application to financial and operational activities.

Knowledge of modern office management principles, practices, and equipment.

Knowledge of computerized financial management, accounting, budget, data processing, and payroll systems.

Ability to analyze/interpret fiscal and accounting records and prepare accurate/complete financial statements.

Ability to prepare difficult and complex financial and administrative reports.

Ability to prepare and submit clear, complete, and concise reports.

Ability to plan, organize, assign, and supervise the work of technical and clerical assistants.

Ability to establish and maintain effective working relationships.

Ability to operate personal computers for extended periods of time.

Ability to communicate effectively, both orally and in writing.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.