What are the responsibilities and job description for the Fiscal Administrator - Police Department position at City of Palm Bay, FL?
MINIMUM TRAINING & EXPERIENCE
The following education and experience will be accepted:
- Bachelor's degree in accounting, business administration, public administration, or closely related field plus five (5) years of recent specific job-related experience in governmental budget preparation, preferably with public safety related experience; OR
- Associate degree in accounting, business administration, public administration, or closely related field plus nine (9) years of recent specific job-related experience in governmental budget preparation, preferably with public safety related experience; OR
- High School Diploma, GED or equivalent plus thirteen (13) years of recent specific job-related experience in governmental budget preparation, preferably with public safety related experience.
Two (2) years supervisory experience required. Must possess a valid Florida's Driver's License and have and maintain an acceptable driving record.
SPECIAL REQUIREMENTS
Possess general knowledge of municipal budget preparations. Advanced skills in the use of spreadsheet software and related graphics capabilities also required. Preferred candidate will have knowledge or experience with budgeting, procurement, inventory control, trend analysis.
EMERGENCY DECLARATION STATUS
Code 2: Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency. On an incident-by-incident basis, the employee's Department Head will make the determination when the employee will be required to work.
GENERAL STATEMENT OF JOB
Under limited supervision, prepares and monitors the Police Department’s budget and supervises the Fiscal Management Unit. The Fiscal Administrator is responsible for performing a variety of professional budgetary, fiscal, and procurement-related duties. Performs analysis and development of the department’s annual budget, grant programs, capital improvement programs, inventory control, and procurement processes for the department. Work also involves monitoring employee payroll data and personnel actions. Must exercise considerable initiative and independent judgment in completing assigned tasks. Reports to the Police Chief.
SPECIFIC DUTIES & RESPONSIBLITIES
ESSENTIAL JOB FUNCTIONS
Prepares and monitors the Police Department Budget, and continually analyzing and changes in line items accounts between the budget and actual transactions throughout the year. Works with the Police Chief on budget amendments, transfers and carry forwards.
Assists in preparation of budget proposals based on expenditures and projected needs. Interfaces with City and County agencies to ensure compliance with policies and budgetary requirements. Attends meetings and work sessions with department staff regarding the budget process. Advises the Chief and Command Staff in financial matters affecting the Department.
Supervises the Fiscal Management Unit encompassing the Inventory Control personnel and associated purchasing and inventory management for the department ensuring adherence to established City procurement and financial policies, procedures, and standards.
Works with the Fiscal Management Unit personnel in reviewing trends in monthly spending and operation costs. Identifies excessive expenditures and confers with Inventory Control personnel solutions for fiscal adjustments throughout the year.
Reviews reports, purchasing documents, and inventory records from the Fiscal Management Unit to ensure quality work output and to improve efficiency when needed.
Handles the Fiscal Management Unit administrative and personnel processes including work schedules and inter-employee relationships. Prioritizes developing individual employees’ strengths through advanced training and mentoring of governmental procurement, inventory, and budgetary processes.
Responsible for checking, verifying and approving daily expenditures for budget allocation and account numbers.
Responsible for the preparation of the monthly fiscal reports for senior staff on expenditures by division.
Reviews and approves purchases on routine and all large expenditures for the Police Department. Performs approvals on all Police purchase card transactions.
Reviews reports, records, bid proposals, purchase quotes and other documents prepared by staff; advises staff of identified discrepancies, deficiencies, etc., and implements procedural changes as necessary to improve work product and efficiency.
Reviews payments to/from deferred accounts and tracks funds from seizure to forfeiture. Prepares Law Enforcement Trust Funds (LETF) requests, and the required City Council memorandums, reviews Rolling Agenda from the City Manager's Office and prepares meeting packages for Chief of Police. Prepares and submits annual state federal reports for Law Enforcement Trust Fund. Works with the Finance Department to ensure all accounts for the LETF program are balanced on an annual basis.
Researches and compiles information to respond to budget inquiries. Inform program managers of the status and availability of funds. Prepares comprehensive written reports of findings and recommendations and presents to affected managerial personnel.
Tracks personnel on hiring, resignations/terminations to keep numbers known for vacancies, position control and FTE's for budget. Responsible for the submission of backup information for wage increases, bonuses, terminations, incentives, etc. to the Human Resources Department. Responsible for preparing requisitions for open, approved positions. Responsible to prepare memo for the Police Chief of all Personnel Assignments from new hires, terminations, shift changes, etc.
Ensures adherence to established laws, policies, procedures, and standards; provides advice to resolve administrative and operational issues in non-routine situations; sets goals and objectives for Budget, Payroll and Revenue functions. Attends meetings to regarding division operations.
Works in conjunction with the Training Coordinator to reviews all training requests and training/travel expenditures for Department.
Responsible to make sure the Department meets the requirements of interagency agreements for specialty and task force positions. Prepares and submits invoices for any reimbursements that may arise from the agreements.
When City is under the emergency plan, responsible to review and submit all paperwork for FEMA submission.
Must work under deadlines.
Makes oral presentations.
ADDITIONAL JOB FUNCTIONS
Performs other related work as required.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.
This position is General Exempt and is covered under Personnel Policies and the Administrative Code.
Health Insurance: Health care plan options include HDHP, OAPIN and OAP through Cigna.
Dental Insurance: Dental coverage is offered in three plans that include DHMO & PPO High/Low plans.
Vision Insurance: Vision coverage includes an annual eye exam, frames and lenses or contact lenses in lieu of eyeglasses.
Life Insurance: The City of Palm Bay provides each employee with life insurance in the amount of one time their annual base salary at no cost. Additional coverage is available at the employee's cost up to the Guaranteed Issue amount of $250,000.
Dependent/Spouse Life Insurance: The City of Palm Bay provides each employee with dependent/spouse life insurance in the amount of $5,000 per dependent at no cost. Additional coverage is available at the employee's cost.
Short Term Disability: Coverage pays 66 2/3% of employee's annual base salary during a short-term disability period not to exceed 26 weeks.
Long Term Disability: Coverage pays 66 2/3% of employee's salary at time of disability after a 180 consecutive day waiting period.
Defined Contribution Retirement Plan: City contributes a base of 3%. Employees may contribute up to 6% and the City will match the employees contribution.
Holidays: 10 holidays and 1 birthday holiday.
Paid Leave: Accrue 96 hours of vacation and sick leave per year. Accrued vacation hours increase after 10 years of service. Administrative leave for exempt employees – 48 hours per year.
Salary : $250,000
Police Public Service Specialist I- Police Department
City of Port St. Lucie -
Port St. Lucie FL 34984, FL
CHIEF DEPUTY COURT ADMINISTRATOR
Florida Department of Highway Safety and Motor... -
Fort Pierce, FL
Contractual/Temporary Redaction Coordinator-Body Worn Cameras-Police Department
City of Port St. Lucie -
Port St. Lucie FL 34984, FL
