In the Division of Criminal Justice this class is accountable for independently performing a full range of tasks in professional level fiscal and administrative functions.
Works under the general supervision of the DCJ Director of Financial Services or other employee of higher grade.
May lead/supervise DCJ assistant accountants, administrative, clerical and other support staff.
Performs a variety of professional fiscal and administrative functions; assists the DCJ Director of Financial Services in budget preparation by compiling and consolidating data and projecting expenditures; maintains budget control by reviewing and authorizing expenditures and monitoring expenditures against appropriations and allotments; prepares budget reports; prepares various financial statements and reports; assists in the planning and implementation of financial aspects of EDP systems; utilizes EDP systems for financial records, reports and analyses; prepares or reviews grant budgets and other fiscal portions of grant applications; provides technical assistance to grantees regarding accounting procedures; reviews various contracts, financial documents, and financial reports to ensure compliance with grant requirements; exercises functional supervision over a variety of clerical fiscal/administrative activities such as maintenance of accounting records, payroll preparation, the preparation and processing of purchase requisitions, grant and contract record keeping; performs personnel tasks such as conducting screening interviews and job audits; performs technical purchasing tasks such as soliciting bids and recommending contract awards; assists in the formulation of policies and procedures relating to area(s) of responsibility and in the implementation of such policies and procedures; acts as liaison with Division's field offices and/or central state agencies; may supervise support services such as switchboard, duplicating services, or maintenance; performs related duties as required.
Knowledge of the principles and practices of public administration with special reference to governmental budget management and governmental accounting; knowledge of grants and contracts preparation and administration; some knowledge of personnel and payroll practices and procedures; some knowledge of purchasing principles and procedures; oral and written communication skills; interpersonal skills; ability to prepare and analyze financial documents and reports; ability to interpret and apply statutes, regulations, and administrative policies; ability to utilize EDP systems for financial management.
Six (6) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, personnel, payroll, purchasing) at least one (1) of which must be an accounting or budgeting function.*
Two (2) years of the General Experience must have been at or above the paraprofessional level, requiring the exercise of some independent judgment in the application of basic principles and procedures in accounting, budgeting, personnel, purchasing or related fiscal administration functions.
1. College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (½) year of experience to a maximum of four (4) years for a Bachelor's degree.
2. A Master's degree in Public Administration, Business Administration, or Accounting may be substituted for one (1) year of the Special Experience.
*Descriptions of these fiscal/administrative functions are attached
This replacesthe specification for the same class in Salary Group CJ 22 approved effective March 18, 1999. (Revised to implement Salary Group adjustment)
4774A 1/8/08 cm
FISCAL AND ADMINISTRATIVE FUNCTIONS
Distinction will be made between accountability for and participation in these functions. Fiscal/administrative supervisors, managers and chiefs must be accountable for (or supervise) the function if it is to be considered under the Guidelines for Class Use. The descriptions of each functional heading are not meant to be all inclusive. Their purpose is to provide a sampling of tasks in each functional area.
Those areas with an asterisk [*] must consume a significant amount of professional staff hours to be considered additional functions under the Guidelines. As a rule of thumb a significant amount of time will be considered a minimum of ten percent of total professional staff time or supervision of one full time professional position, whichever is smaller.
Accountability for budget preparation and management for agency or facility; at higher levels includes participation in planning and policy decisions.
2. GENERAL FUND APPROPRIATION ACCOUNTING
Supervision of the agency's or facility's general fund accounting; includes maintenance of accounts (EDP or manual); Comptroller reconciliations; internal reconciliations; subsidiary accounts; payment lists; financial statements and reports; petty cash.
3. GRANT ADMINISTRATION (a&b ARE SEPARATE FUNCTIONS)
a. GRANT ACCOUNTING*
Supervision of the maintenance of accounting records, reconciliations, financial statements for grant funds, etc.
b. GRANT MONITORING* (non-programmatic)
Accountable for monitoring (or supervising monitoring) of grantees to ensure that funds are accounted for and expended properly. This can include pre- or post-audit of payments, review and analysis of budgets and financial statements, review of accounting procedures. It may include field work such as assistance with setting up financial records and may include (or consist mainly of) auditing grantees.
4. OTHER ACCOUNTING FUNCTIONS*
Accountability for or supervision of any additional professional accounting or accounts examining work which may be unique to an agency.
Accountability for and/or supervision of these areas combined will generally be considered one (1) function. The exception is a warehouse operation employing at least three (3) full-time (or part-time equivalent) positions, which may be considered one (1) additional function.
6. CONTRACT ADMINISTRATION
Accountability for and /or supervision of contract preparation and monitoring.
Accountability for and/or supervision of the agency or facility personnel function. This includes recruitment, personnel records, classification issues, grievances and other labor relations issues, worker's compensation, career and benefits counseling.
8. AFFIRMATIVE ACTION*
Accountability for supervision of preparation of agency or facility goals, affirmative action recruitment, reporting, counseling, and other aspects of implementation of affirmative action goals.
Supervision of the payroll function.
10. SUPPORT SERVICES
Each additional support service supervised (e.g., laundry, security, maintenance, switchboard, food service) having a minimum of three (3) full-time positions or part-time equivalent) or taking a minimum of 10% of total fiscal/administrative staff time can be considered one (1) additional function.
11. DATA PROCESSING*
Supervision of a data processing operation including professional data processing staff (i.e., Computer Programmer 1 or above).