Fiscal Manager

Join our team! We are looking for an individual with demonstrated skills in planning, management, oversight of daily operations, process improvement, and leading operational change. The ideal candidate is someone who can work effectively with department leadership and successfully oversee department business functions, motivating division supervisors and team leads to maintain knowledge and skills to effectively train and oversee happy and productive teams. This is a great opportunity! Individuals in this position are uniquely poised to develop and hone leadership skills that will make them strong candidates for promotional opportunities inside the department and throughout the county.

The Fiscal Manager for Butte County Behavioral Health oversees the Administrative Support Division, a centralized source of business functions for the department, and serves as a resource for financial and budgetary analyses and recommendations.  This management position performs diverse, specialized, and complex work involving significant accountability and decision-making, including short- and long-term planning, and policy development and oversight. The position requires the use of considerable independence, initiative, and discretion. The Administrative Support Division is made up of 35 staff on five distinct teams.  Each team includes a supervisor and staff of varying classifications, including team leads.  Team functions include:

• Accounting: front desk, purchasing, accounts payable, accounts receivable, general ledger and reconciliation.  
• Billing: maintenance and claiming for client accounts, including share of cost, fee waivers, private pay, insurance, Medicare, Medi-Cal and claiming set up within the Electronic Health Record to comply with state and federal requirements. 
• Budgets: preparation and oversight of the department’s $97 Million budget to meet community needs while ensuring compliance with federal, state and county funding restrictions.
• Contracts: preparation and oversight of solicitations, contracts, memorandums of understanding, grant agreements and county purchase orders.
• Reports/Audits: preparation of fiscal reports and invoices, annual cost reports, and ad hoc reports, and lead on fiscal audits for federal, state and county funding.

FLSA: Exempt

DEFINITION

Under general direction, assumes management responsibility for fiscal, payroll, budget, grants, and/or contracts and procurement matters in support of a County department; models and forecasts revenues, expenditures, and general and special fund balances; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned management personnel. Exercises general direction and supervision over supervisory, professional, technical, and/or administrative support staff.

CLASS CHARACTERISTICS

This is a management classification responsible for planning, organizing, reviewing, and evaluating the fiscal, payroll, budget, grants, and/or contracts and procurement of assigned department. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, which includes short- and long-term planning as well as development and administration of policies, procedures, and services in assigned area of responsibility. Incumbents serve as a professional-level resource for financial and budgetary analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Plans, manages, and oversees the daily functions, operations, and activities of the fiscal, payroll, budget, grants, and/or contracts and procurement functions in assigned department.
• Manages and participates in the development and implementation of goals, objectives, policies, and priorities for assigned areas of responsibility; recommends, within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures. 
• Selects, trains, motivates, and directs personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns; works with department management and staff to build and maintain a high performing team environment. 
• Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and reviews with the management staff; manages the implementation of improvements. 
• Plans, manages, and coordinates multiple and complex operational budgets funded by and responsible to multiple funding agencies and/or revenue sources as well as the County organization; communicates with and reports to external agencies, governing boards, and/or special districts.
• Advises managers on matters relating to fiscal policy and provides technical assistance and support to staff; works with managers to ensure consistent fiscal practices and to resolve problems. 
• Confers with staff in other divisions and programs to determine how to effectively utilize funding, staff, and other resources. 
• Participates in the development and implementation of fiscal, payroll, and accounting systems; prepares and directs the preparation of a variety of fiscal, payroll, and budgetary reports. 
• Directs and participates in a wide variety of financial, payroll, and budgetary studies and other special projects including evaluating indirect costs and cost allocation methodologies to determine true cost of services and maximize reimbursement from appropriate sources, in compliance with federal and state regulations. 
• Manages contracts and procurement functions for assigned department; develops and manages Request for Proposal (RFP), Request for Bid (RFB), and Request for Quote (RFQ) processes; prepares and administers contracts; reviews invoices and purchase orders and authorizes payments and purchases within the scope of authority.
• Analyzes trends, and forecasts revenues, expenditures and workload based on complex internal and external data sources.  
• Provides professional and managerial resources to the department director and management team, other County departments, the County Executive Office, the Board of Supervisors, and the public.
• Actively participates as a member of the department’s management team including recommending, designing, and leading the implementation of changes to departmental fiscal, payroll, and budgetary practices, in compliance with County-wide established processes, policies, and procedures and regulatory and legislative requirements.
• Directs, oversees, coordinates, and/or assists in preparing requests for grant funding, monitoring grant expenditures, and preparing periodic reports relating to the expenditure of grant funds; identifies alternative funding sources.  
• Meets with representatives of the state, other agencies, and the public; represents the department when attending and making presentations at various meetings, including Board of Supervisor meetings; participates on assigned committees. 
• Monitors pending legislation and changes in laws, guidelines, and procedures and evaluates their effect upon County operations; recommends and implements recommended changes.
• Attends meetings, conferences, workshops, and training sessions and reviews publications to remain current on principles, practices, and new developments in the field of fiscal services.
• Performs related duties as assigned.

Knowledge of:

• Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility. 
• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures. 
• Principles and practices of leadership. 
• Administrative principles, practices, and methods including goal setting, program development, implementation, and evaluation, policy and procedure development, quality control, and work standards. 
• Principles, practices, and methods of financial, budgetary, statistical, economic, and procedural analysis; cash management and related financial procedures and controls; revenue, expenditure, and fund balance forecasting; payroll administration and reporting; and budget development and administration.  
• Principles and practices of government accounting. 
• Applicable federal, state, and local laws, rules, codes, and regulations applicable to the areas of assignment. 
• Principles and procedures of recordkeeping and preparation of reports and correspondence.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

 Ability To:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Develop and implement goals, objectives, practices, policies, procedures, and work standards.
• Provide administrative, management, and professional leadership for assigned fiscal operations.
• Prepare and administer budgets and contracts; allocate limited resources in a cost-effective manner. 
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques. 
• Respond to and investigate inquires and complaints and prepare an appropriate response. 
• Gather, assemble, and analyze data and make sound recommendations for assigned projects, programs, and activities.  
• Conduct research, analyze, and interpret data, draw conclusions, and summarize and present information, reports, and data in an effective manner.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the County in meetings with governmental agencies, contractors, vendors, community groups, the public, and various business, professional, regulatory, and legislative organizations. 
• Supervise the establishment and maintenance of a variety of filing, recordkeeping, and tracking systems.
• Prepare clear and concise reports, correspondence, and other written material.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, and procedural, guidelines. 
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 Education and Experience:

Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be:

 Bachelor’s degree from an accredited college or university with major coursework in accounting, finance, or a related field; and

 Five (5) years of experience in fiscal or management analysis, including two (2) years of supervisory experience.

 Certifications and Licenses:

• Must possess a valid US driver’s license upon date of application. Must obtain California driver’s license following hire date per California DMV regulations.

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various County sites; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

 WORKING CONDITIONS 

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

 EQUIPMENT AND TOOLS UTILIZED 

• Equipment utilized includes motor vehicle, personal computer, and standard office equipment.

 Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.

Salary : $82,472 - $110,531