Job description
Position Information
Working Title of Vacant Position
Fiscal Administrator
Job Type
Full Time
Posting Type
Public
Number of Vacancies
1
Department
PARKS, REC, & TOURISM
Division
PR&T ADMIN
Requisition Number
202396P
Number of hours worked per week
40+
Work Schedule
Generally Monday- Friday – 8 AM – 5 PM
Work hours are based on operational requirements and may include some evenings, weekends and holidays
Work hours are based on operational requirements and may include some evenings, weekends and holidays
Work Site Location
1224 Progressive Dr
Position Driving Requirement
O - Occasional
Pay Basis
Semi-Monthly
Advertised Salary
$68,701- $89,312 annual starting salary
[depending on qualifications and experience]
[depending on qualifications and experience]
Job Description
The primary purpose of this position is provide complex managerial, leadership, supervision, oversight, analysis and direction for daily financial and accounting related activities of the Department of Parks, Recreation and Tourism.
Responsibilities of the Fiscal Administrator: administering the flow of monies, developing and authorizing accounting activities and purchases/payment, supervising subordinate staff, delegating and evaluating related functions, and planning, preparing, implementing, evaluating, analyzing, and maintaining Capital and Operational budgets, audits and reviews accounts, hotel tax reconciliation, payroll, leave time, Worker’s Comp, various financial and fiscal inventory reports.
Performs account reconciliations and monthly and quarterly close outs. Monitors purchase orders, requisitions, approval processes, P-cards, refunds, payments to staff, vendors and contractors. Other duties include but are not limited to:
Plans and implements financial work plans, processes, procedures, efficiencies, programs that meet the City’s and department’s goals, mission and strategic plan as well as adhering to the City’s CARES standards. Develops and authorizes related financial activities to implement plans and accomplish goals.
Prepares and executes departmental short and long term operating and capital budgets. Monitors programs and expenses to stay within budgetary compliance. Oversee financial management of departmental revenue producing programs and grant programs. Oversee Tourism budget and funding associated with hotel tax revenue and revenues and budget associated with activities at the Chesapeake Conference Center. Oversees department warehouse staff and activities.
Prepares annual CAFR workpapers, provides ongoing quarterly projections, analyzes operational spending, prepares appropriation and transfer requests. Monitors and reconciliates departmental Open Space funding program.
Provides departmental leadership and coordination and participates in audits by internal and external auditors, reviews findings and implements recommendations, including monitoring external outsourced contracts such as for the Chesapeake Conference Center.
Implements and monitors departmental policies regarding cash handling, payroll, contracting for services, internal controls, inventory control, pricing of services and ensures that all laws, administrative regulations and policies are followed.
Processes various journal entries, approves purchases, financial reports, fixed assets, reconciles various accounts in using People Soft financial systems. Also administers other departmental specific financial systems such as ActiveNet, Reserve America, Kronos, and POS.
Provides customer service relations to a diverse population of citizens groups, volunteers, program participants, visitors and employees that exceeds the expectations of the City’s Customer Care Standards.
Supervises staff that deal with a variety of budgetary, accounting, and human resource-related activities including recruiting, interviewing, selecting, training, assigning and evaluating work, coaching, counseling, and disciplining. Provides and or coordinates staff in usage of applications such as ActiveNet, Peoplesoft, Kronos, POS, budget, cash handling, warehouse supplies and inventory.
Prioritizes, delegates, and reviews departmental financial functions and administrative regulations and policies. Directs, performs and oversees numerous accounting activities such as accounts payable, accounts receivable, procurement, petty cash, revenue collections, inventory control, and payroll.
Monitors and participates in audits and other projects or programs.
Monitors and administers grants, grant distributions, debit accounts and projects.
Reviews and monitors conference center financial reports monthly provides feedback to conference center management and department administrator.
Coordinates with different departments and/or vendors regarding fiscal related issues serves as department liaison for Finance, Budget and Purchasing departments.
Analyzes financial performance of the department/division. Monitors key performance indicators and provides assessments of performance to department/division leadership. Monitors payroll and recruitment activities, monthly expense reports.
Attends or conducts staff meetings to exchange information; attends in-service training and classes, seminars, or conferences to improve professional skills. Contributes financial information and statistics for the department’s monthly report. Meeting periodically with departmental staff to review expenditures, operations, programs, revenues, provides updates and other related recommendations.
Responsibilities of the Fiscal Administrator: administering the flow of monies, developing and authorizing accounting activities and purchases/payment, supervising subordinate staff, delegating and evaluating related functions, and planning, preparing, implementing, evaluating, analyzing, and maintaining Capital and Operational budgets, audits and reviews accounts, hotel tax reconciliation, payroll, leave time, Worker’s Comp, various financial and fiscal inventory reports.
Performs account reconciliations and monthly and quarterly close outs. Monitors purchase orders, requisitions, approval processes, P-cards, refunds, payments to staff, vendors and contractors. Other duties include but are not limited to:
Plans and implements financial work plans, processes, procedures, efficiencies, programs that meet the City’s and department’s goals, mission and strategic plan as well as adhering to the City’s CARES standards. Develops and authorizes related financial activities to implement plans and accomplish goals.
Prepares and executes departmental short and long term operating and capital budgets. Monitors programs and expenses to stay within budgetary compliance. Oversee financial management of departmental revenue producing programs and grant programs. Oversee Tourism budget and funding associated with hotel tax revenue and revenues and budget associated with activities at the Chesapeake Conference Center. Oversees department warehouse staff and activities.
Prepares annual CAFR workpapers, provides ongoing quarterly projections, analyzes operational spending, prepares appropriation and transfer requests. Monitors and reconciliates departmental Open Space funding program.
Provides departmental leadership and coordination and participates in audits by internal and external auditors, reviews findings and implements recommendations, including monitoring external outsourced contracts such as for the Chesapeake Conference Center.
Implements and monitors departmental policies regarding cash handling, payroll, contracting for services, internal controls, inventory control, pricing of services and ensures that all laws, administrative regulations and policies are followed.
Processes various journal entries, approves purchases, financial reports, fixed assets, reconciles various accounts in using People Soft financial systems. Also administers other departmental specific financial systems such as ActiveNet, Reserve America, Kronos, and POS.
Provides customer service relations to a diverse population of citizens groups, volunteers, program participants, visitors and employees that exceeds the expectations of the City’s Customer Care Standards.
Supervises staff that deal with a variety of budgetary, accounting, and human resource-related activities including recruiting, interviewing, selecting, training, assigning and evaluating work, coaching, counseling, and disciplining. Provides and or coordinates staff in usage of applications such as ActiveNet, Peoplesoft, Kronos, POS, budget, cash handling, warehouse supplies and inventory.
Prioritizes, delegates, and reviews departmental financial functions and administrative regulations and policies. Directs, performs and oversees numerous accounting activities such as accounts payable, accounts receivable, procurement, petty cash, revenue collections, inventory control, and payroll.
Monitors and participates in audits and other projects or programs.
Monitors and administers grants, grant distributions, debit accounts and projects.
Reviews and monitors conference center financial reports monthly provides feedback to conference center management and department administrator.
Coordinates with different departments and/or vendors regarding fiscal related issues serves as department liaison for Finance, Budget and Purchasing departments.
Analyzes financial performance of the department/division. Monitors key performance indicators and provides assessments of performance to department/division leadership. Monitors payroll and recruitment activities, monthly expense reports.
Attends or conducts staff meetings to exchange information; attends in-service training and classes, seminars, or conferences to improve professional skills. Contributes financial information and statistics for the department’s monthly report. Meeting periodically with departmental staff to review expenditures, operations, programs, revenues, provides updates and other related recommendations.
Required Qualifications
VOCATIONAL
/
EDUCATIONAL
REQUIREMENT
:
Requires any combination of education and experience equivalent to a bachelor’s degree in accounting or a closely related field. Depending on departmental requirements, a bachelor’s degree may be required.
EXPERIENCE REQUIREMENT :
In addition to satisfying the vocational/education standard, this class requires a minimum of four years of related, full-time equivalent experience.
SPECIAL CERTIFICATIONS AND LICENSES :
Depending on departmental operational requirements, may require valid driver’s license and driving record in compliance with the City Driving Standards.
SPECIAL REQUIREMENTS :
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.
Requires any combination of education and experience equivalent to a bachelor’s degree in accounting or a closely related field. Depending on departmental requirements, a bachelor’s degree may be required.
EXPERIENCE REQUIREMENT :
In addition to satisfying the vocational/education standard, this class requires a minimum of four years of related, full-time equivalent experience.
SPECIAL CERTIFICATIONS AND LICENSES :
Depending on departmental operational requirements, may require valid driver’s license and driving record in compliance with the City Driving Standards.
SPECIAL REQUIREMENTS :
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.
Preferred Qualifications
High level of experience in governmental, not for profit accounting, budgeting, quarterly reporting, and year-end close-outs.
Excellent customer service skills.
Excellent writing skills.
Significant supervisory experience.
Some knowledge of park and recreation programs, facility operations and/or facility and grounds maintenance to include visitor management principles as applied to City and private sector services, parks, ball fields, rentals, and other outdoor recreational settings and events.
Excellent customer service skills.
Excellent writing skills.
Significant supervisory experience.
Some knowledge of park and recreation programs, facility operations and/or facility and grounds maintenance to include visitor management principles as applied to City and private sector services, parks, ball fields, rentals, and other outdoor recreational settings and events.
Posting Detail Information
Job Open Date
05/05/2023
Job Close Date
05/24/2023
Open Continuous
Special Instructions to Applicants
The City of Chesapeake offers an exceptional range of benefits.
Please browse our Benefits Brochure for a full list of benefits and employee perks.
Employees may be called upon to report for work during inclement weather or other conditions based on City or department needs as well as special programming to include citywide special events and departmental activities.
Please browse our Benefits Brochure for a full list of benefits and employee perks.
Employees may be called upon to report for work during inclement weather or other conditions based on City or department needs as well as special programming to include citywide special events and departmental activities.
ADA Checklist
Overall Physical Strength Demands
Overall Physical Strength Demands
L=Light - Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly OR requires walking or standing to a significant degree.
Physical Demands
C = Continuously- 2/3 or more of the time. F = Frequently- From 1/3 to 2/3 of the time. O = Occasionally- Up to 1/3 of the time. R = Rarely- Less than 1 hour per week. N = Never- Never occurs.
Standing
Occasionally- Up to 1/3 of the time.
Sitting
Frequently- From 1/3 to 2/3 of the time.
Walking
Occasionally- Up to 1/3 of the time.
Lifting
Occasionally- Up to 1/3 of the time.
Lifting Amount
Exerting up to 20 lbs
Carrying
Occasionally- Up to 1/3 of the time.
Carrying Weight
Exerting up to 20 lbs
Pushing/Pulling
Occasionally- Up to 1/3 of the time.
Pushing/Pulling Weight
Exerting up to 20 lbs
Reaching
Occasionally- Up to 1/3 of the time.
Handling
Occasionally- Up to 1/3 of the time.
Fine Dexterity
Occasionally- Up to 1/3 of the time.
Kneeling
Occasionally- Up to 1/3 of the time.
Crouching
Rarely- Less than 1 hour per week.
Crawling
Rarely- Less than 1 hour per week.
Bending
Occasionally- Up to 1/3 of the time.
Twisting
Occasionally- Up to 1/3 of the time.
Climbing
Rarely- Less than 1 hour per week.
Balancing
Occasionally- Up to 1/3 of the time.
Vision
Continuously- 2/3 or more of the time.
Hearing
Continuously- 2/3 or more of the time.
Talking
Frequently- From 1/3 to 2/3 of the time.
Foot Controls
Occasionally- Up to 1/3 of the time.
Machines, Tools, Equipment and Work Aids Used
Computer, copier, telephone, vehicle, fax, standard office equipment and supplies, security features, recreational equipment.
Protective Equipment Required
All required PPE by the equipment in use.
Health and Safety
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never
Mechanical Hazards
W = Several Times Per Week
Chemical Hazards
M = Several Times Per Month
Electrical Hazards
M = Several Times Per Month
Fire Hazards
S = Seasonally
Explosives
S = Seasonally
Communicable Diseases
S = Seasonally
Physical Danger or Abuse
S = Seasonally
Other
If Other, Description
Environmental Factors
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never
Dirt and Dust
M = Several Times Per Month
Extreme Temperatures
S = Seasonally
Noise and Vibration
W = Several Times Per Week
Fumes and Odors
M = Several Times Per Month
Wetness/Humidity
S = Seasonally
Darkness or Poor Lighting
S = Seasonally
Primary Work Location
Office Environment
Non-Physical Demands
C = Continuously- 2/3 or more of the time. F = Frequently- From 1/3 to 2/3 of the time. O = Occasionally- Up to 1/3 of the time. R = Rarely- Less than 1 hour per week. N = Never- Never occurs.
Time Pressures
Frequently- From 1/3 to 2/3 of the time.
Emergency Situations
Rarely- Less than 1 hour per week.
Frequent Change of Tasks
Frequently- From 1/3 to 2/3 of the time.
Irregular Work Schedule/Overtime
Occasionally- Up to 1/3 of the time.
Performing Multiple Tasks Simultaneously
Frequently- From 1/3 to 2/3 of the time.
Working Closely with Others as Part of a Team
Continuously- 2/3 or more of the time.
Tedious or Exacting Work
Frequently- From 1/3 to 2/3 of the time.
Noisy/Distracting Environment
Occasionally- Up to 1/3 of the time.
Other
If Other, Description
Can anyone assist the employee in performing the primary tasks assigned to this position? If yes, identify the eligible task(s)
Incumbent must be able to work independently
Professional References
Professional References
Please provide contact information for professional references.
Minimum Requests
2
Maximum Requests
4
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