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County of Alpine Adopted: 12/17/2019 FISCAL AND ADMINISTRATION SUPERVISOR DEFINITION Under general direction of the department director, assumes responsibility for finance and administrative operations within an assigned department or unit; prepares and monitors the department’s or units annual budget; performs cost accounting and grant program administration; plans, organizes, coordinates, supervises the work of clerical, secretarial and fiscal staff, performs a variety of difficult, complex, and specialized fiscal work, office support, information gathering, information preparation and performs other related duties as required. CLASS CHARACTERISTICS This classification exercises direct supervision over secretarial, fiscal and clerical staff and is responsible for difficult analytical work in varied department and program support areas. Projects may include statistical analyses, operations support, policy, procedure and budget development, or other areas specific to the assigned department. Incumbents are expected to exercise independent judgement in selecting study approach and analytical techniques, and in making sound recommendations. EXAMPLES OF DUTIES – Duties may include, but are not limited to, the following: Supervises fiscal and clerical staff in assigned department, assigns work, establishes work priorities and performance standards and provides feedback to subordinates. Plans, directs and supervises the preparation of departmental and program budgets, reports, manuals and publications Makes recommendations to the department director on the formulation of policy and procedures, as well as staffing and organizational changes Directs and/or performs research and statistical analysis on complex administrative, fiscal, personnel and or programmatic matters Review and analyze proposed legislation and advise management on the potential impact. Make decisions in financial, personnel and other administrative systems of average to difficult complexity; and prepare correspondence. Provides specialized assistance to other County staff regarding fiscal records, client records or other areas as assigned; Updates and maintains records and information in computerized systems and databases; Maintains a variety of statistical of other specialized records, posting and updating information to keep records current and accurate; Verify purchase orders and purchasing information; Maintain work and time records; Assist with the development and control of a variety of records; provides requisite data to other government agencies, as delegated; ---PAGE BREAK--- Fiscal and Administration Supervisor Page 2 Contract development and management May review referrals to department programs and processes per state requirements; Updates and maintains computerized records and generates reports; uses spreadsheets and other special computer software; Performs special assignments related to the department and unit where assigned; Operates office equipment. MINIMUM QUALIFICATIONS Knowledge of: County policies, rules and regulations. Operations, services, rules, policies, and procedures of the department where assigned Principles and practices of budget development administrations and control Financial and statistical record keeping; document acceptance and processing requirements; and/or information system maintenance related to the department. Methods of research and statistical data collection and analysis. Maintenance of files and information retrieval systems. Computers and software used in office, fiscal and administrative support work. Modern office practices and technology, including data entry and word processing systems, spreadsheet, database and presentation software applications. English usage, spelling, punctuation and grammar for written and oral communications; business letter writing and report preparation. Basic math, statistical and accounting principles and procedures. Ability to: Plan assign, and supervise the work of others Develop and achieve program goals Perform a variety of specialized financial, statistical, document processing and record keeping work related to the department in clear and concise formats. Proficiently use a variety of computerized spreadsheet, word processing and database software. ---PAGE BREAK--- Fiscal and Administration Supervisor Page 3 Read, interpret, and apply a variety of rules, regulations and policies related to functions and services of the department. Accurately maintain and update a variety of records and information systems. Gather, organize and summarize data and information. Make mathematical calculations quickly and accurately. Type or use word processing software at an acceptable speed to meet production requirements. Operate a computer and use department software in the performance of assigned work. Operate and use office equipment. Deal tactfully and courteously with the public and other staff when explaining the functions, requirements, and policies of the department. Regularly work well under pressure, meeting multiple and sometimes conflicting deadlines. Constantly demonstrate cooperative behavior with colleagues, supervisors and customers/clients. Maintain a high degree of confidentiality. Education: High school diploma or GED equivalent supplemented by college-level coursework in accounting, business or public administration, or closely related field. Course work in grants, projects, and contract management is highly desirable. Experience: Six years of progressively responsible office, technical and fiscal management experience, including at least one year in a supervisory capacity, and at least one year of experience working on grants, projects and contract management. OR: Graduation from an accredited college or university with a bachelor’s degree and 3 years full time experience performing general administration, personnel and fiscal work. Other Requirements: Must possess a valid driver’s license and have a satisfactory driving record. ---PAGE BREAK--- Fiscal and Administration Supervisor Page 4 TYPICAL PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires the ability to sit at desk for long periods of time and intermittently walk, stand, stoop, kneel, crouch and reach while performing office duties; lift and/or move objects weighing up to 25 pounds; use hands to finger, handle or feel objects, tools, or controls. Must be able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, and operating office equipment. Must be able to use a telephone to communicate verbally and a keyboard to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen. Tasks may involve extended periods of time at a keyboard or workstation.