Fiscal Coordinator (Facilities & Operations Dep)

POSITION SUMMARY: 

The Fiscal Coordinator assists the Fiscal Manager with all fiscal areas of the Facilities and Operations Department and Liquid Fuels Program. Duties are performed in accordance with all Liquid Fuels rules and regulations including compliance with the PA Department of Transportation Publication 9 (Fiscal Regulations) as well as all County policies and procedures. This position performs a variety of advanced typing, clerical and accounting duties requiring the application of various work methods and procedures and knowledge of department functions, policies and practices. 

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Assist with the annual County budgets (Operating and Capital). 
• Prepare and review payroll, including entering time into payroll software programs, work order management system and running/populating quarterly reports and
• Code and process payment requests for contractors and vendors and verify disbursement journal against invoices. 
• Process and record check and ACH entries within the accounting system.
• Prepare and enter journal entries with proper documentation as needed. 
• Enter requisitions and contracts for department operations and Capital Projects.
• Assist in the creation and submission of the yearly purchase order carryforward list.
• Assist with review of account analysis reports and outstanding purchase orders on a monthly basis to ensure all variances and outstanding products/services are identified, explained and/or corrected. 
• Create budget appropriations and transfers as needed. Prepare, submit, and track monthly billing and reimbursements. 
• Assist with all Liquid Fuels compliance reports, including the MS-991 Report, IGR Forms, and Bridge Encumbrances for the PA Dept. of Transportation.
• Assist internal and external auditors by supplying answers and documentation as may be required.
• Assist with the review of certified payrolls from contractors for accuracy. 
• Distribute bi-weekly paychecks. 
• Create and maintain user-friendly filing systems for required records and reports, including invoices and records of payment.
• Perform the following office functions: photocopying, faxing, addressing envelopes and packages, delivering/picking up paperwork within the building.
• Serve as a liaison between the department, but not limited to, the Berks County Controller’s Office, Budget Office, Contracts and Procurement Department, Treasurer, and all sub-contracted vendors and/or operations on fiscal matters. 
• Assist with basic customer service duties, if needed, by answering telephones, responding to inquiries and requests, and greeting visitors.
• Other duties as required

MINIMUM EDUCATION AND EXPERIENCE:

• Associate degree in accounting or related field of study with 15 college credits in accounting, inclusive of Managerial Accounting.
• Two years of related experience.
• Any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of generally accepted accounting principles, practices and procedures
• Carry out staff assignments requiring the organization of material and development of procedures without direct supervision
• Develop sound operational procedures on the basis of studies and analyses
• Learn operating practices of county government
• Independently troubleshoot problems.
• Ability to be analytical, exercise a high degree of independence, and exercise good judgment.
• Communicate effectively, both orally and in writing, including utilizing correct spelling, grammar and punctuation.
• Understand budgets and the budget process. 
• Implement new accounting forms, records, procedures, and controls.
• Implement fiscal goals and objectives.
• Meet deadlines and manage multiple tasks. 
• Function autonomously with minimal supervision. 
• Establish and maintain effective working relationships.
• Detail oriented, take initiative and be multi-task oriented.
• Proven attention to detail and timely follow-through. 
• Advanced knowledge of computer applications including Outlook, Word, Excel and PowerPoint.
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

Majority of time is spent in a sedentary position. Work involves walking, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds a distance of fifteen (15) feet or less.

WORKING ENVIRONMENT:

Normal office environment. 

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.