Fiscal Coordinator (Workforce Development Board)

Grant Administration Professional

Position Summary:

This position is an entry-level grant administration professional that assists the Fiscal Manager in accurately monitoring and reporting fiscal conditions on behalf of the Berks County Workforce Development Board. Duties are performed in accordance with all federal, state, and local laws governing Workforce Development grants. This position performs a variety of fiscal monitoring and accounting duties requiring a working knowledge of the Workforce Development Board functions, policies, and practices. Position will be responsible for fiscal monitoring which may identify concerns or deficiencies that require management's attention. This position will develop written monitoring reports, provide recommendations for corrective action plans, and provide follow-up to ensure corrective action plans are executed. Position requires the ability to maintain effective working relationships at all levels within and outside of the department including with non-County staff.

Position Responsibilities:

Essential Functions

• Perform regular fiscal monitoring of subcontractors in accordance with all applicable federal regulations, state policy, and local policy and procedures; including, but not limited to:
• Payroll and Fringe Benefit Monitoring
• Cost Allocation Monitoring
• Procurement Monitoring
• Monitoring of Audit Requirements
• Review of financial compliance requirements, internal controls and separation of duties.
• Generate fiscal monitoring reports that identify all findings and concerns in coordination with the Fiscal Manager.
• Ensure all corrective actions identified on monitoring reports are appropriately executed by the subcontractor within the provided time frame.
• Conduct quarterly PA CareerLink Office Supply monitoring.
• Conduct Job Fair monitoring as needed.
• Assist in gathering supporting documentation requested for County, State, or Federal monitoring and auditing.
• Enter grant revenue and miscellaneous receipts into the County's ERP accounting system as necessary.
• Process subcontractor and vendor invoices in the County's ERP accounting system as necessary. Prepare monthly payables reconciliations to ensure copies of all invoices are available and electronically filed.
• Enter requisitions for non-catalog requests, purchase orders, and contracts into the County's ERP procurement system.
• Responsible for the collection of all staff timesheets and generation of the monthly cumulative report.
• Assist the Fiscal Manager in the accounting functions prepare month-end and year-end close out reports in conjunction with State compliance reporting guidelines including, but not limited to:
• General ledger reconciliations.
• Completion of payroll and fringe benefit accruals.
• Completion of cost allocation entries.
• Processing of subcontractor and vendor Invoices.
• Creation of FIFO Schedules.
• Creation and entry of Financial Status Reports (FSR).
• Completion of grant draws and grant revenue accruals.
• Generation of monthly budget verse actual comparisons.
• Completion of grant close out packets.
• Generation of other reports as required by the grant.
• May assist in the review of subcontractor annual budgets.
• May assist in grant writing and review of Requests for Proposals as necessary.
• Other duties as required.

Minimum Education and Experience:

• Associate degree in accounting, business administration, or another related area of study preferred.
• Two years of relevant work experience in fiscal grant administration, fiscal monitoring, or government accounting.
• Any other combination of education and experience as it relates to this position.

Minimum Knowledge, Skills, and Abilities:

• Advanced knowledge of Microsoft Office: Outlook, Word, Excel, Access, and PowerPoint.
• Knowledge of allowable cost allocation plans and their application; specifically, as it relates to payroll.
• Knowledge of all applicable accounting regulations and procedures, including Generally Accepted Accounting Principles (GAAP).
• Knowledge of all applicable procurement regulations, policies, and procedures.
• Ability to work in a team environment.
• Ability to effectively communicate.
• Ability to manage time wisely and accomplish deadlines.
• Strong attention to detail and analytical skills.
• Strong problem-solving skills.
• Ability to handle stress.
• Physical presence in office required.

Physical Demands:

While performing the duties of this position, the incumbent will frequently be required to sit for extended periods of time, stand, walk, talk or hear, use hands and work with office equipment and electronic media which can create eye strain. Occasionally, the employee will be required to lift or carry up to 25 lbs. Considerable time working with a personal computer and adding machine.

Working Environment:

Normal office environment. Position may require occasional travel outside of Berks County, and overnight travel may be required. Therefore, a valid driver's license is required. Incumbent must have access to transportation.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.