Fiscal Manager (Facilities & Operations Department)

Fiscal Manager Position

This Fiscal Manager is responsible for all fiscal areas of the Facilities and Operations Department and the County Bridge Program. Duties are performed in accordance with all Liquid Fuels rules and regulations, including compliance with the PA Department of Transportation Publication 9, as well as all County policies and procedures. The position is responsible for ensuring that there are adequate controls in place for managing the financial operations of the departments. The position requires a strong customer service ethic and the ability to maintain effective working relationships at all levels within and outside the department.

Essential Functions :

• Ensure all expenditures using Restricted County Bridge Program Funds are approved and in compliance with Penn Dot Publication 9.
• Assist the Pennsylvania Auditor General Representative with Liquid Fuels State Audits, as required.
• Submit forms MS-329, MS-340, and MS-999 forms in coordination with Penn Dot Municipal Services Representatives as required for Liquid Fuels Funded Projects.
• Prepare, submit, and maintain reports related to the use of Liquid Fuels Tax Funds, such as forms MS-991, Act 44 Report, Act 89 Report, and any other reports required by Penn Dot, Publication 9, or other governmental entity in accordance with report requirements.
• Manages the performance of and audits the outputs of the Fiscal Office / Support Staff.
• Create and submit the Facilities and Liquid Fuels Annual Operating Budget in coordination with the Office of Budget and Finance, including sourcing quotes, proposals, and cost estimates for future year material, service, and fee expenditures.
• Assist upper management with the creation and submission of the Facilities and Liquid Fuels multi-year Capital Plan.
• Monitor the department(s) budget, quarterly, for irregularities, shortfalls, or savings. Report any findings as necessary.
• Create and submit budget transfers and journal entries as required.
• Review and approve budget transfers and journal entries of staff prior to submission.
• Create and maintain accurate and detailed financial reports for all major capital projects.
• Perform various types of financial analysis, as requested, and present information effectively, accurately, and in a timely manner.
• Create and submit annual end-of-year CAFR documents, including but not limited to AP-1 forms, AR-1 forms, IGR forms, and Purchase Order Carryforward List.
• Disburse, reimburse, and reconcile the department's petty cash funds in accordance to county policy.
• Review and process invoices for payment, including comparing the prevailing wage table issued by Labor & Industry against certified payrolls submitted by vendors for approved capital projects.
• Receipt checks and wires from various revenue sources for parking, rental of space, reimbursements, and grants as required.
• Maintain records and make payments for registration and permit fees for equipment and locations operated by the Facilities Department.
• Enter requisitions for materials and services as required by the department and in accordance with the Purchasing Department's policies.
• Review and approve all requisitions entered by F & O staff to ensure completion and accuracy.
• Maintain a record of expiration dates for all Facilities agreements and contracts to ensure no lapse or overlapping of services. Inform necessary personnel of end dates.
• Review and approve payroll data in accordance with county policy, Union Collective Bargaining Agreements, as directed by Human Resources and Payroll. Submit payroll correction forms as required.
• Develop, maintain, and adjust the department's fiscal policies and procedures to improve their efficiency and effectiveness, as well as facilitate job responsibilities.
• Serve as liaison between Facilities and all other County departments, and outside vendors for fiscal-related matters.
• Store and maintain the department's personnel files in accordance with departmental and county policies.
• Create and maintain accurate physical and digital file systems that keep records of invoices, payments, and receipts per department, County, State, and Federal record retention policies.
• Input Facilities and Operations archive materials into the archive management software program.
• Oversee procurement card program usage and compliance for departmental purchases.
• Other duties as required.

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