Budget & Contracts Coordinator - 061226
4.
3 Full-time 2 days ago Full Job Description JOB MAJOR FUNCTIONS:
This is an advanced independent fiscal position responsible for overseeing the budget, accounting, and fiscal operations of Library Services Department.
Generally, reports to a department director but most often works under the day-to day supervision of the Senior Acquisitions & Technical Services Librarian supporting the financial needs of the entire library system.
Library fiscal operations may involve accounting, budgeting, auditing, trend analysis, grants, purchasing, inventory, and assuring that all financial transactions and reporting comply with County policies and procedures, grant requirements and Generally Accepted Accounting Principles (GAAP).
In addition to paying all library invoices, the position is responsible for vendor outreach, quote solicitation, monthly PCard transaction reporting, and ordering supplies/equipment/materials.
The incumbent must be a fast learner, have a strong work ethic, and enjoy working with a variety of personalities in a team environment.
EXAMPLE OF DUTIES KNOWLEDGE, ABILITIES, AND SKILLS NEEDED IN ORDER TO PERFORM THE ESSENTIAL JOB FUNCTIONS:
Knowledge:
Extensive knowledge of budgeting, accounting, purchasing, inventory, and financial management.
Knowledge of government contract, budget and purchasing principles and procedures.
Knowledge of grant and/or project management requirements and procedures.
Knowledge of budget management processes and requirements.
Working knowledge of office procedures and organization for a multi-functional operation.
Abilities:
Provide information in an organized and understandable manner.
Establish effective working relationships with external agencies, County staff and the public.
Work with minimal supervision in an accurate and timely manner.
Present budgetary and financial information in an organized and understandable manner.
Understand grant and fiscal procedures.
Conduct and interpret fiscal analysis.
Ability to maintain a file retrieval system in electronic and hard copy format.
Ability to quickly acquire advanced skills in budget and finance software such as Banner, Access, etc.
Able to design and prepare Excel spreadsheets.
Skills:
Advanced proficiency with Microsoft Outlook, Word, Excel, Power Point, & Banner (or related) accounting system.
Communicate effectively, both verbally and in writing, including grammar, punctuation, and spelling.
Organizational skills to maintain the office and record keeping functions of the daily operations of the Department.
ESSENTIAL JOB FUNCTIONS:
Develop, monitor, and oversee library budget, including grants.
Notify the Department Director or designee in a timely manner of potential budget issues and concerns.
Track and pay all Department invoices.
Implement, monitor and/or maintain the department's purchases in accordance with County policies and procedures, including but not limited to, the development of bid, RFP and RFQ documents, purchase of capital equipment and maintaining department inventory.
Prepare reports, agenda items, correspondence and other documents related to budgets and contracts, including capital projects and grants.
Responsible for researching and exploring option for new electronic resources for the public, including negotiating prices and annual contracts, and maintaining ongoing electronic resources.
Responsible for developing & monitoring the budgets & contracts for the department programs, services, and projects, including capital projects & Impact funds.
Conduct pre-audit review of records by examining, verifying, and reviewing accounts, invoices, bills, purchase orders, PCards and work orders.
Maintain the Library's fiscal files and ensure compliance with Florida Records Retention laws.
Must be knowledgeable of the department's operations and able to respond to inquiries and address issues and problems with minimal direction.
Track and/or oversee department revenues and expenditures.
Ensure errors or discrepancies are avoided or corrected in a timely manner.
Supervise and review all assigned funds and accounts and ensure all documentations is accurate and in order.
Prepare and review financial reports, including but not limited to, budgets, grant monitoring, information reports and requested analysis.
Monitor the Department's fiscal position and alert supervisor of concerns in a timely manner.
Ensure all purchases are following County policies and procedures, including but not limited to, signing authority, purchasing card statements, purchase orders, contracts & work authorizations.
Assist librarians, & division managers with fiscal/grant reports & requirements.
Prepare and/or monitor grants, contracts and agreements including expenditure and status reports.
May train and/or supervise administrative, program or clerical staff.
Responsible for the oversight of the inventory for the Department.
Coordinate with other County departments/divisions on special projects or tasks to be completed.
Assist the County with preparation, response, recover and mitigation at times of disaster, as directed.
Perform other related work as required, including administrative, fiscal or program support.
EMERGENCY MANAGEMENT
Responsibilities:
During emergency conditions, all County employees are automatically considered emergency service workers.
County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.
ESSENTIAL PHYSICAL SKILLS:
Good vision and hearing with or without correction.
Use of both hands and fingers with dexterity.
Occasional walking and standing is required.
Ability to speak clearly and concisely ESSENTIAL CONDITION REQUIREMENTS:
Works on-site, predominately in an office environment in a sedentary position.
Monitoring of the service door and signing for deliveries.
WORK HAZARDS:
Possible vision or hand/arm dysfunction due to heavy computer work.
SAFETY EQUIPMENT USED OR NEEDED:
None MINIMUM
Qualifications Education:
Graduation from an accredited two-year college or business school.
Experience:
At least three years of experience in accounting, budgeting, contract and grant management or related field.
A comparable amount of relevant training or experience may be substituted for the education qualifications.
LICENSE CERTIFICATION OR REGISTRATION:
Valid Florida's Driver's License and must maintain a good driving record.
SUPPLEMENTAL INFORMATION Pay Grade 20 Driving Position - Operating County vehicles and/or equipment is a primary function of this position.
PRE-EMPLOYMENT SCREENING:
This position requires a physical, drug testing, driver's license verification and level 2 background screening which includes fingerprinting.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
3 Full-time 2 days ago Full Job Description JOB MAJOR FUNCTIONS:
This is an advanced independent fiscal position responsible for overseeing the budget, accounting, and fiscal operations of Library Services Department.
Generally, reports to a department director but most often works under the day-to day supervision of the Senior Acquisitions & Technical Services Librarian supporting the financial needs of the entire library system.
Library fiscal operations may involve accounting, budgeting, auditing, trend analysis, grants, purchasing, inventory, and assuring that all financial transactions and reporting comply with County policies and procedures, grant requirements and Generally Accepted Accounting Principles (GAAP).
In addition to paying all library invoices, the position is responsible for vendor outreach, quote solicitation, monthly PCard transaction reporting, and ordering supplies/equipment/materials.
The incumbent must be a fast learner, have a strong work ethic, and enjoy working with a variety of personalities in a team environment.
EXAMPLE OF DUTIES KNOWLEDGE, ABILITIES, AND SKILLS NEEDED IN ORDER TO PERFORM THE ESSENTIAL JOB FUNCTIONS:
Knowledge:
Extensive knowledge of budgeting, accounting, purchasing, inventory, and financial management.
Knowledge of government contract, budget and purchasing principles and procedures.
Knowledge of grant and/or project management requirements and procedures.
Knowledge of budget management processes and requirements.
Working knowledge of office procedures and organization for a multi-functional operation.
Abilities:
Provide information in an organized and understandable manner.
Establish effective working relationships with external agencies, County staff and the public.
Work with minimal supervision in an accurate and timely manner.
Present budgetary and financial information in an organized and understandable manner.
Understand grant and fiscal procedures.
Conduct and interpret fiscal analysis.
Ability to maintain a file retrieval system in electronic and hard copy format.
Ability to quickly acquire advanced skills in budget and finance software such as Banner, Access, etc.
Able to design and prepare Excel spreadsheets.
Skills:
Advanced proficiency with Microsoft Outlook, Word, Excel, Power Point, & Banner (or related) accounting system.
Communicate effectively, both verbally and in writing, including grammar, punctuation, and spelling.
Organizational skills to maintain the office and record keeping functions of the daily operations of the Department.
ESSENTIAL JOB FUNCTIONS:
Develop, monitor, and oversee library budget, including grants.
Notify the Department Director or designee in a timely manner of potential budget issues and concerns.
Track and pay all Department invoices.
Implement, monitor and/or maintain the department's purchases in accordance with County policies and procedures, including but not limited to, the development of bid, RFP and RFQ documents, purchase of capital equipment and maintaining department inventory.
Prepare reports, agenda items, correspondence and other documents related to budgets and contracts, including capital projects and grants.
Responsible for researching and exploring option for new electronic resources for the public, including negotiating prices and annual contracts, and maintaining ongoing electronic resources.
Responsible for developing & monitoring the budgets & contracts for the department programs, services, and projects, including capital projects & Impact funds.
Conduct pre-audit review of records by examining, verifying, and reviewing accounts, invoices, bills, purchase orders, PCards and work orders.
Maintain the Library's fiscal files and ensure compliance with Florida Records Retention laws.
Must be knowledgeable of the department's operations and able to respond to inquiries and address issues and problems with minimal direction.
Track and/or oversee department revenues and expenditures.
Ensure errors or discrepancies are avoided or corrected in a timely manner.
Supervise and review all assigned funds and accounts and ensure all documentations is accurate and in order.
Prepare and review financial reports, including but not limited to, budgets, grant monitoring, information reports and requested analysis.
Monitor the Department's fiscal position and alert supervisor of concerns in a timely manner.
Ensure all purchases are following County policies and procedures, including but not limited to, signing authority, purchasing card statements, purchase orders, contracts & work authorizations.
Assist librarians, & division managers with fiscal/grant reports & requirements.
Prepare and/or monitor grants, contracts and agreements including expenditure and status reports.
May train and/or supervise administrative, program or clerical staff.
Responsible for the oversight of the inventory for the Department.
Coordinate with other County departments/divisions on special projects or tasks to be completed.
Assist the County with preparation, response, recover and mitigation at times of disaster, as directed.
Perform other related work as required, including administrative, fiscal or program support.
EMERGENCY MANAGEMENT
Responsibilities:
During emergency conditions, all County employees are automatically considered emergency service workers.
County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.
ESSENTIAL PHYSICAL SKILLS:
Good vision and hearing with or without correction.
Use of both hands and fingers with dexterity.
Occasional walking and standing is required.
Ability to speak clearly and concisely ESSENTIAL CONDITION REQUIREMENTS:
Works on-site, predominately in an office environment in a sedentary position.
Monitoring of the service door and signing for deliveries.
WORK HAZARDS:
Possible vision or hand/arm dysfunction due to heavy computer work.
SAFETY EQUIPMENT USED OR NEEDED:
None MINIMUM
Qualifications Education:
Graduation from an accredited two-year college or business school.
Experience:
At least three years of experience in accounting, budgeting, contract and grant management or related field.
A comparable amount of relevant training or experience may be substituted for the education qualifications.
LICENSE CERTIFICATION OR REGISTRATION:
Valid Florida's Driver's License and must maintain a good driving record.
SUPPLEMENTAL INFORMATION Pay Grade 20 Driving Position - Operating County vehicles and/or equipment is a primary function of this position.
PRE-EMPLOYMENT SCREENING:
This position requires a physical, drug testing, driver's license verification and level 2 background screening which includes fingerprinting.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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