Fiscal Affairs Manager

Starting Pay: $76,453 - $83,199/Annually

$2,940.50-$3,199.97/Biweekly

I. Purpose of Job

Under limited supervision of the Police Chief, administers financial management of the Franklin Police Department and provides financial analysis as needed.

II. Essential Job Duties

A. Financial analysis and reporting

• Analyzes accounts as requested to monitor departmental spending and purchasing patterns.
• Completes annual Police budget requests in coordination with the Finance department.
• Performs budget and financial analysis to enhance completeness and accuracy of performance measures.
• Collects, codes, analyzes, and processes documentation from all purchasing cardholders for entry into financial management system in a timely manner.
• Approves all purchasing card transactions in the Police department in a timely manner.
• Serves as a department liaison to the Purchasing office and implements policies and procedures as recommended.
• Works with the Purchasing office and outside vendors to manage the department’s procurement process. Submits requisitions, reviews bid documents, and completes receiving tickets in accordance with City policies.
• Consults with Law department when procurement requires the City to enter into contracts.
• Performs a variety of accounting tasks, which may include posting financial data, balancing accounts, tracking fund activity, and maintaining financial ledgers.
• Prepares various financial reports and records including journal entries, payment documents, balance sheets and other financial statements.
• Performs budget and financial analysis and reviews to enhance completeness and accuracy of performance measures. Develops budget amendments for the Police Department. Monitors budgetary encumbrances.
• Responsible for the development and maintenance of financial policies and procedures.
• Performs budget reports for the Police Chief.
• Reconciles general ledger accounts and creates journal entries to adjust or correct previous transactions.
• Monitors budgetary expenditures for the Police Department and all funds related thereto.
• Reviews computer generated entries from processing of payroll, accounts payable, electronic (ACH) payments, and receipting into financial management system.

B. Manage finance functions

• Maintains the Police organizational chart as it relates to the budget and makes necessary changes at the direction of the Chief of Police.
• Monitors Police staffing levels to ensure the number of employees adheres to budgeted amounts. Completes regular review of staffing levels in conjunction with Finance department.
• Oversees the daily activities, maintenance, and operations of the accounting functions relative to the Police budget, which includes payroll, accounts payable, electronic (ACH) payments, and contracts. Recommends payroll and accounts payable procedures.
• Approves all requests for outside training and facilitates payments. Ensures all travel requests are in accordance with City policy.
• Communicates with the Chief of Police, employees, other departments, City officials, customers, financial institutions, the public, and other individuals, as needed, to coordinate work activities, review status of work, exchange information and/or resolve problems.

C. Financial administration

• Administers various grants, with regard to payments, compliance, and audits. Ensures compliance with federal and state grant requirements. Prepares required quarterly or annual financial reporting. Prepares or assists departments with grant financial reporting.
• Ensures proper close-out of grants. Monitors usage of grants before end of grant period.
• Administers the City’s leases for Police equipment, with regard to payments, compliance, and audits.
• Ensures that cost and depreciation information for capital assets are available for audit, for departments and other interested parties, and for insurance purposes.
• Ensures that cost information for financial inventory is available for audit, for departments and other interested parties, and for insurance purposes.
• Facilitates Police extra duty job contracts, posting, and payment.
• Facilitates Police travel & training processing and accounting.
• Monitors and facilitates accounting procedures regarding the Police Drug Fund
• Ensures all audits and accounting procedures are maintained regarding cash expenditures received by the Police Records Unit.
• Maintains documentation and meets all appropriate accreditation (CALEA) standards regarding Fiscal Management and Agency Property.
• Oversees and maintains records regarding agency owned property/inventory.

D. Auditing

• Responsible for assisting an external auditor regarding the audit of accounting and financial management systems; provides information to auditors as requested.
• Performs internal audits as appropriate and timely.
• Monitors administration of the Police Department’s confidential accounts.

E. Internal controls

• Prepare financial policies and internal control procedures.
• Review various documentation to ensure internal control compliance.
• Responsible for Payroll Internal Controls including review of Payroll.
• Responsible for AP Internal Controls including review of AP.
• Responsible for Journal Entries Internal Controls including review of Purchasing Card transactions, Interdepartmental Billing, Wires, and Deposits.
• Responsible for Budget Compliance Internal Controls including budget tracking and reviewing.
• Responsible for Grant Compliance Internal Controls including review and ensures grants receivable, revenue, and expenditures are accurate at each month-end.

F. External reporting

• Responsible for submission and monitoring of any State or Federal grant received in partnership with the Finance Department.
• Manage reporting to State and Federal governments for asset forfeiture.

III. Other Job Duties

Performs other job duties as assigned, including:

• Perform related duties and responsibilities to assist other employees in the department as required.
• Providing on-going updates to the Chief of Police regarding expenditures and budget tracking, overtime costs, and other areas as needed.
• Provide relevant monthly and quarterly budget reports to Police supervisors.
• Recommend use of overtime in department.
• Serve as point-of-contact for department vendors.

IV. Primary Job Challenges

Primary challenges of this position include understanding financial documents and effectively communicating financial information as needed.

V. Equipment Operated

Computer and other office equipment such as printers and fax machines

VI. Key Competencies Required

• 
  Job Content Knowledge:

Has thorough knowledge of the policies, procedures, and activities of the City and accounting practices as they pertain to the performance of duties relating to the position of Fiscal Affairs Manager. Has considerable knowledge of current business management practices, personnel and program management principles, methods of evaluating database and file management systems, and auditing techniques. Is capable of reading and using ledgers, bank statements, billing invoices, and insurance forms. Is familiar with bidding procedures. Must be able to perform word processing and data entry functions. Has considerable knowledge of computer systems interdependencies, including hardware, software, peripherals, communications systems, and personal computers. Has considerable knowledge of the geography of the City. To develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the department. I To develop and implement long-term goals for the department as necessary in the promotion of effectiveness and efficiency. Keeps abreast of any changes in policy, methods, computer operations, equipment needs and policies, etc., as they pertain to departmental operations and activities.

• Language Skills:

Read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Effectively present information to top management, public groups, and others as needed.

• 
  Mathematical Skills:

Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Apply concepts of basic algebra and geometry.

• Reasoning Ability:

Define complex problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

• 
  Teamwork:

Develops constructive and cooperative working relationships with others. Provides input into identifying and solving problems. Anticipates the needs of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:

• Remain in a stationary position 50% of the time.
• Regularly move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly positions self to maintain office area and items needed to complete daily tasks.
• Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Occasionally moves/transports up to 10 pounds.

Work Environment: Performance of the essential duties of this job requires:

The work environment is moderately noisy (examples: business office with computers and printers, light traffic).

VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining a bachelor’s degree in accounting, finance, or business administration, plus a minimum of four (4) to six (6) years related experience and/or training; or an equivalent combination of education and experience.

Master’s degree in accounting, finance, or business administration preferred.

Certifications/Licenses:

Certified Municipal Finance Officer (CMFO) required

Certified Public Accountant (CPA) preferred

Valid Driver's License required