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Description
Under the general supervision of the Commissioner, this position is responsible for overseeing grant management and reporting, budget analysis and preparation, cash management, and reconciliation of accounts within the department. Incumbent manages and oversees the daily operations of all fiscal accountants, risk assessment of the operations, and the development, implementation, and enforcement of policies to effectively govern operations.
Maintains contact with all phases of the business administration operations. This position determines the best course of action as it relates to vendor relations, employee salaries/wages, grant funding, budget allocation, and other financial related decisions. Incumbent will be privy to highly confidential matters and transactions and must oversee and ensure processes are conducted with the utmost discretion, professionalism, and integrity regarding the dissemination and disclosure of information.
This position requires a confidential relationship to a policymaker.
Duties and Responsibilities
Plans and develops operational procedures and policies for the division in accordance with Generally Accepted Accounting Principles (GAAP) and federal grant management guidelines.
Collaborates with internal management in preparation of the agency’s budget to include compiling information, conducting budget/cost analysis to align with program goals and objectives, and justifying requested funds.
Provides oversight responsibility to staff that maintain accounts for both federal and local insular funds allotted to the agency.
Provides guidance to subordinate staff, supervises, assigns work to subordinates, and evaluates the performance of the employees in the unit.
Supervises the bank reconciliation of all cash accounts and ensures accuracy and timely reporting. Verifies and certifies the accuracy of grant reporting.
Analyzes data to develop cost allocation plans.
Compiles and analyzes data in preparation of budget estimates.
Audits the cash disbursement records of the district offices.
Facilitates the resolution of audit findings and compiles data for annual Single Audit and Fiscal Monitoring Review.
Ensures the integrity of data collected and utilized in preparation of weekly, monthly, quarterly, and annual reporting.
Resolves all business affairs issues that may arise in a timely manner.
Assumes responsibility for timely reporting to senior management or regulatory agencies.
Acts as Chief Certifying Officer in approval of fiscal transactions for the department.
Reviews all related reports as mandated by the Division of Personnel and the Department of Finance for accuracy.
Provides oversight and assumes general responsibility for the payment of all bills and tracking of vendor payments, issues, and concerns.
Performs other related duties as required.
Minimum Qualifications
Master’s degree in business administration (MBA), Accounting, or Finance which includes twenty-one (21) credits in accounting, business, or finance from an accredited college or university and seven (7) years of professional experience in business administration, fiscal management, or a related capacity.
OR
Bachelor of Arts degree in Business Administration, Accounting, or Finance which includes twenty-one (21) credits in accounting, business, or finance from an accredited college or university or finance from an accredited college or university and ten (10) years of professional experience in business administration, fiscal management, or a related capacity
Position Factors
FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of governmental and departmental policies, laws, rules and regulations governing accounting, personnel, and procurement procedures.
Knowledge of Generally Accepted Accounting Principles (GAAP).
Knowledge of accounting principles and practices of governmental budgeting, governmental forecasting, governmental accounting, and reporting of financial data. Knowledge of both federal laws and regulations and local policies and procedures regarding the procurement and liquidation of funds.
Knowledge of the principles of business management and accounting. Knowledge of Virgin Islands law as it relates to personnel management and labor management. Knowledge of federal grants management.
Skill in organizational development and leadership.
Skill in interpersonal communication.
Skill in decision-making.
Skill in problem-solving.
Skill in computer application, MS Office-Word, Excel, and PowerPoint.
Skill with accounting software and spreadsheets.
Ability to work independently with minimum supervision.
Ability to organize, coordinate, and direct the work of subordinates.
Ability to handle confidential information.
Ability to understand, interpret, implement, and explain laws and policies pertaining to federal grant management.
Ability to speak and write concisely.
Ability to exercise independent judgment.
Ability to maintain meticulous records.
Ability to establish and maintain effective working relationships with all persons contacted during the work.
FACTOR 2- SUPERVISORY CONTROLS
Work is performed under the general direction of a higher-level officer. Incumbent is expected to perform with minimal supervision and modify methods to resolve unforeseen situations and problems. Work is reviewed through progress reports, conferences, and evaluations.
FACTOR 3- GUIDELINES
Guidelines include pertinent laws, policies, and standard operating procedures. While general guidelines apply, an employee in this class is expected to use considerable judgment in interpreting, adapting situations, and choosing alternatives in the execution of work.
FACTOR 4- COMPLEXITY
Work requires many different processes and methods applied to an established professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. Incumbent must interpret data and refine methods to complete assignments and use acquired experience and training in applying good judgment, technical competence, and analytical ability in the execution of the work.
FACTOR 5- SCOPE AND EFFECT
The purpose of work is to oversee grant management and reporting, budget analysis and preparation, cash management, and reconciliation of accounts within the department. Work influences important professional or administrative activities of the organization and can affect the work of other experts and impact the well-being of many groups of people.
FACTOR 6- PERSONAL CONTACTS
Contacts are higher-level officials, policymakers, managers, employees inside the agency, employees of other government agencies, federal, state, and local officials, and vendors.
FACTOR 7- PURPOSE OF CONTACTS
Contacts are made to exchange information and data relating to financial, personnel, programmatic and procurement activities, and issues. Additionally, the purpose of contacts may be to influence, defend, negotiate, or resolve controversial and/ or long-range issues and problems.
FACTOR 8- PHYSICAL DEMANDS
Work is primarily sedentary in nature with no unusual physical demands.
FACTOR 9- WORK ENVIRONMENT
Work is performed in an office setting.
