Job Title

Job Family

Job Code

Job Exempt

Fiscal Manager Division

Non_Bargaining

AIM77

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB112

Salary

$31.59

$40.29

$48.98

Job Description

Performs responsible administrative and supervisory work for a division. 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 a related field with courses in accounting; two (2) years experience in accounting, finance, or a 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; and reviewing completed budget requests for consistency and completeness in order to facilitate development of a functional budget for the Department.

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.

Reviews and approves requisitions for services and materials ensuring adequate funds and proper codes; authorizes payment of invoices; follows up with vendors on billing error, delayed delivery, and damages; and may locate vendor source and determine costs. Reviews invoices submitted by staff members in Workday as well as in Archibus and facilities' billing software to ensure proper coding, as well as verifying that the vendor information is correct.

Meets with various vendors, sales representatives, and supervisors of various companies for possible purchase of supplies, services, and materials. Attends project meetings, Fiscal Manager meetings, Workday liaison meetings, hotel sales meet and greets, and others as needed.

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

Supervises employees engaged in the preparation and maintenance of computerized and manual fiscal files, reports, and payroll documents by assigning and reviewing work and resolving operational problems using knowledge of City/Department policies, procedures, and union contracts.

Performs quarterly and annual audits of Investigative Fund account to ensure proper documentation and use of funds and prepares report for supervisor's review.

Serves as Department liaison regarding payroll, property, and supply matters.

Ensures proper maintenance of records relative to classification, salary, vacation time, sick leave, and compensatory time.

Ensures maintenance of current inventory and record keeping of uniforms, equipment, office supplies, janitorial supplies, and Department property.

Serves as custodian of all assets within the Facilities Division.

Coordinates and assists with all facilities events.

Reviews end-of-month billing for accuracy before posting journal entry in Workday for assigned area.

Works with the grants' area to submit documentation for reimbursement of grant funds. Works with staff to create annual team training/travel plan for approval by senior staff; manages travel costs and budget.

Creates and submits journal entries to reclassify funds from one cost center/project/grant to another.

Analyzes expenditures and forecasts fiscal requirements to ensure the Division is staying within appropriated budget.

Evaluates bid packages from the Procurement Department and works with the Facilities team to determine lowest bidder and whether the bidder meets specifications and recommends acceptance/rejection of bid.

Serves as Department liaison regarding payroll, property, and supply matters.

Oversees and runs point on annual budget creation including creating all budget documentation, Workday and Access entries, Board Member and Commissioner presentations, budget book edits, bond disclosure updates, and revenue page edits.

Manages all fiscal transactions for the DDB/CRA including approving invoices, POs, journal entries, and travel requests in Workday; approving all farmers market and Discover Downtown deposits in DEI; approving credit card transactions in JP Morgan; and reviewing/creating invoices for specific programs and customers.

Manages overall budget throughout the year; attends regular meetings with PMs and management to understand upcoming projects and costs; monitors project line items, making adjustments as needed throughout the year; creates quarterly budget reports to present to senior management; creates fiscal impact statements for City Council to ensure future expenses are allocated correctly; conducts regular budget analyses; and works closely with an assigned budget analyst.

Oversees and manages specific agreements, including Fringe, City District, Thornton Park District, Downtown Arts District, Downtown Orlando Partnership, Starter Studio, and Senior Tran; ensures documentation and reports are submitted on time, that all invoices are processed, and acts as POC for any questions or clarification the organizations may need; makes sure the organization is fulfilling its end of the agreement and achieving required benchmarks; and works with each entity as needed to update and renew their annual contracts or make changes as needed to take for board approval.

Manages Downtown Hotel and Events Program; receives applications; reviews and researches requests; acts as POC for the hotel sales team; and ensures documentation and invoices are processed as needed. Manages special events programs; receives all applications; researches and organizes requests; sets up and runs bi-annual committee meetings; creates funding agreements for legal review; acts as POC for the organizations; receives documentation including post event summary and grant invoice reimbursement requests; and works with legal area to update the program requirements as needed.

Assists yearly with state required CRA/DDB annual reports; completes annual state required incentive surveys; works in conjunction with Budget and Accounting to complete and send out annual tax increment funding documentation to the City, County, and DDB.

Creates and conducts fiscal team training as needed.

Manages and submits vendor contract renewals. Disputes vendor invoices as needed on behalf of the Facilities Division.

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, policy, 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 and interpret fiscal and accounting records and prepare accurate and 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 computer for extended periods of time.

Ability to communicate effectively, both orally and in writing.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.