Fiscal Operations Supervisor

Job Title

City and County of Broomfield

Job Description

CCOB Mission Statement :

"As dedicated stewards of Broomfield, our community-focused team delivers meaningful and impactful services and support."

The incumbent performs staff level professional and administrative work supervising the operations of financial planning and control in the Departments of Human Services and Public Health and Environment. Performs professional and supervisory duties relating to the planning, directing, organizing, implementing, and coordinating all programs and activities associated with fiscal operations. The incumbent exemplifies the characteristics of a collaborative, innovative and resilient work culture and along with the leadership team, models the appropriate behavior to create and maintain a resilient work culture within the department.

The incumbent works in partnership with other employees, departments / divisions, agencies and the public in delivering effective and innovative services. Provide holistic services to the public by seeking ways to integrate programs or services provided by other departments, divisions and agencies.

Essential Required Tasks / Examples of Duties

Maintains confidentiality of information consistent with applicable federal, state and county rules and regulations.

Administrative Duties :

Provides day-to-day oversight and management of operations within the fiscal operations of the HHS Department. The incumbent is responsible for partnering with assigned staff in planning, developing, and implementing the overall vision, mission, programs, processes and projects of the work unit. Incumbent creates strategic plans, assembles staff resources, and delegates tasks to assigned staff members. Incumbent ensures that assigned staff works as a team to avoid duplication of service and to ensure that customer expectations are recognized and met.

Directs the development and implementation of policies and programs of the work unit which include grant reimbursement requests to multiple state supervising agencies; accurate data uploads to the CO Financial Management System (CFMS), CO Department Public Health and Environment, and the CO Department of Labor; preparation of journal entries and budget detail uploads to the CCOB internal financial system; supervision of accounts receivable / payable functions; supervision of provider payment activities in the CO TRAILS child welfare payment system and the CO Child Care Automated Tracking System (CHATS); and other programs.

The incumbent is responsible for planning, developing, and implementing assigned programs and projects of the work unit and for effectively managing his or her workload to achieve departmental goals. Incumbent assures that responsibilities are performed in compliance with federal and state regulations, Broomfield policies and procedures and the Broomfield Municipal Code. The incumbent may confer with employees, supervisory, and administrative personnel regarding programs, policies and procedures. Confers with administrative staff of City and County Finance department regarding interpretation of financial policies, procedures, practices and reports. Coordinates efforts with department staff, outside agencies and other resources to obtain desired information. Incumbent contributes to the preparation and review of programs, policies and procedures as necessary to maintain the effectiveness of assigned programs. Incumbent advises Director and applicable administrators of potential problems or concerns. Incumbent compiles, interprets, and prepares data for studies, reports and recommendations; coordinates assigned activities with other departments / divisions and agencies as needed.

The incumbent recommends and implements modifications to programs, systems, policies and procedures. Incumbent may conduct studies, analyses, and research on a wide variety of related topics, including surveys and benefit trends. Incumbent researches and analyzes legal requirements impacting programs and services. Conduct planning / ideation sessions with appropriate audience in order to gather ideas and information to effect innovative and cost-effective programs. Incumbent makes recommendations on changes or improvements.

Budget / Resource Management :

The incumbent prepares the annual / revised budget for all divisions within the Health and Human Services Departments and, in conjunction with the Human Services Executive Operations Manager, directs the budget process for the HHS Department. Incumbent ensures that responsibilities are performed within budget and performs cost control activities such as monitoring expenditures to assure sound fiscal control.

Presents and defends annual budget proposal to department head / CMO. Administers the department's / division's budget to ensure effective expenditure of allocated funds; authorizes purchases of supplies, materials, and equipment. Maintains supervisory responsibility for all facilities and equipment in use by the department / division; ensures that they are operating effectively and safely. Assesses division needs to determine necessity of capital improvements and equipment acquisition.

The incumbent is responsible for planning, developing, and implementing the overall vision, mission, programs, processes and projects of the department. Incumbent develops short and long-range goals including annual Performance Metrics to advance the City and County's mission, goals, and objectives. Incumbent monitors the progress of projects so the goals may be obtained within the established timeframe.

Performs and oversees the professional accounting services for the department, including approving accounts payable payments; recording appropriate accounting journal entries; and reconciling cash, accounts payable, accounts receivable and revenue accounts. Assures that the Departments of Human Services and Public Health and Environment practices comply with city and county-wide financial procedures and processes. Analyzes monthly settlement report from state to determine proper identification and recording of state and federal revenues, county expenses and expected reimbursement. Tracks the remaining balance on service contracts or State allocations to ensure that overpayments are not generated and / or that the County stays within current allocations, as appropriate. Works with County or State auditors in researching accounting transactions or providing documents for review. Assists with responses to auditors for analytical questions raised during audits.

Reconciles authorized County expenditures to the State accounting systems, as necessary, ensuring propriety of amount, accounting distribution, and funding source. Assists in the preparation of the annual department budget and assists the Finance Department in preparing required information for the Annual Comprehensive Financial Report. Analyzes and reviews funds to assure compliance with Federal, State and Local statutes, ordinances, charters, bond covenants, administrative codes and orders, and any other rules and regulations which may pertain to the funds. Provides statistics on volume and / or value of payments / providers to provide an indication of workload and levels of production, as requested.

Communicates with department head and other personnel in the Human Services agency for the purpose of offering solutions to various system and accounting inquiries. Interpret and assess the impact of regulations, legislation and policies with regard to financial policies and procedures. Analyze financial information and project future trends and results. Assist divisions with budget preparation and justification, interpreting guidelines, and reviewing budget submissions for completeness, sufficiency, and adherence with department and city / county wide goals. Performs financial analysis including forecasting, analysis, and preparation of financial reports for key internal and external stakeholders. Assists Human Services Executive Operations Manager, other Divisions, and other co-workers to complete special projects, as assigned.

Researches and provides recommendations concerning accounting issues, specifically issues that will minimize the use of county funding and maximize state and federal funding. Assist in analyzing the current financial systems used within Human Services and Public Health and Environment, with an emphasis on improving efficiency and effectiveness while ensuring overall accuracy. Reviews internal accounting processes and procedures for propriety, necessity and areas of improvement. Under the direction of the Human Services Executive Operations Division Manager, performs a variety of professional accounting and complex technical duties associated with classifying, recording and reporting of departmental financial activities. These duties include governmental accounting, grant accounting, financial reporting, internal auditing, financial analysis, and reconciliations.

Supervision / Development of Subordinates :

Under the direction of and in partnership with the Human Services Executive Operations Manager, the incumbent provides supervision, direction, coaching, mentoring and overall development of staff. Supervises the day to day accounting and finance functions of the Division, including : accounts payable, accounts receivable, reporting, analysis, monitoring of controls, claims recovery, auditing, and budgeting to ensure activities are processed accurately and efficiently.

Incumbent will participate in the preparation to review and evaluate assigned annual performance reviews and provide coaching and mentoring as appropriate. Incumbent will work in partnership with Human Resources to design, implement, and sustain a training curriculum to ensure that new employees are onboarded appropriately. Additionally, supervisory training and refresher courses are integrated into an ongoing expectation to ensure all employees receive appropriate training.

The incumbent provides organizational leadership for planning and forming committees and work groups to meet strategic objectives. Incumbent works directly with staff to address accountabilities and the modeling of expectations in relation to work culture within the department. This position will facilitate service and organizational change, along with the Human Services Executive Operations Manager, and supervise staff responsible for implementation. The incumbent will investigate new trends and specific programs and facilitate testing of new techniques, materials, software and equipment with a focus on innovation and enhancement of the operations of the HHS department. Incumbent will recommend and facilitate changes in departmental methods and procedures for improved, effective workflow and service to the public. The incumbent provides direction, oversight and leadership to assigned staff. Incumbent hires, assigns, schedules, evaluates work for accuracy, completeness and procedural compliance, and directs work of subordinates. Incumbent recommends personnel actions including hiring, promotion, evaluation, corrective and / or disciplinary action, and separation; provides training as necessary.

The incumbent partners with assigned employees to develop workforce and succession plans. Incumbent issues oral and written guidelines and approves procedures developed by subordinate supervisors. Incumbent reviews and analyzes work completed to determine effectiveness in meeting standards, goals and objectives and assuring conformance to policies and procedures. Incumbent maintains harmony among workers and resolves grievances; performs or assists subordinates in performing duties. Incumbent assist subordinate employees in problematic areas.

Public Relations / Communication :