Position Summary

Provide fiscal support for health bureau programs by assisting in coordination of grant expenditures and invoicing. Support Bureau Managers with budgeting process, and ensuring expenses are appropriate.

Prepare monthly invoices for state reimbursement; maintaining accurate and accessible records of grant expenditures, supporting the bureau’s budgeting processes and grant management of expenses.

Act as the liaison between the Health Bureau and Business Administration relative to (1) the administration of grants and / or donations;

2) annual operating budget; (3) budget revisions, e.g. budget transfers and / or budget amendments; and (4) annual audits relative to grant and / or donation funds.

Essential Functions

Coordinate grant expenses and invoicing activities for the bureau and its program managers.

Assist with purchases and processing accounts receivable / payable and purchase requests.

Maintain accurate and accessible accounting records.

Assist with auditing requests and preparation of monthly invoices.

Organize accounting files and systems for program use.

Ensure staff have supplies and materials to conduct program / grant activities.

Support Health Bureau’s budgeting process.

Act as the liaison between the Health Bureau and Business Administration relative to (1) the administration of grants and / or donations;

2) annual operating budget; (3) budget revisions, e.g. budget transfers and / or budget amendments; and (4) annual audits relative to grant and / or donation funds.

Monitor contract expenses to ensure good stewardship of funds, work with program managers to understand contract budgets and expenses.

Assist program staff in spending funds appropriately.

Participate in bureau meetings and training. Respond to public health emergency situations as needed.

Coordinate office needs as requested, and assist customers with questions on city services and referrals to other agencies.

Other duties as assigned.

Required Knowledge, Skills and Abilities

Work may require providing advice to others outside direct reporting relationships on specific problems or general problems or policies.

Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Performs the job by following established standard operating procedures and / or policies. Employee may choose the appropriate procedure or policy to apply to the job assignment.

Performance reviewed periodically.

Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgement and decision-making abilities appropriate to work environment of the organization.

This job title does research for documents, compiles data for computer entry, and / or enters or oversees data entry. Has responsibility for monitoring budget / fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects, or small organizational units) or responsibility for fiscal management of capital project(s).

Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias.

Ability to deal with system of real numbers; practical application of fractions, percentages, ratios / proportions and measurement.

Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Last updated : 2024-05-30