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Polk County

Division Lead Fiscal Coordinator

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CODE ENFORCEMENT - DIVISION LEAD FISCAL COORDINATOR

PG 15 - NON-EXEMPT $24.66HR - $35.77HR.

Employee Benefits

  • Direct Deposit, Bi-Weekly Pay Checks
  • Medical, Dental, Vision
  • Life Insurance
  • FRS Retirement
  • 10 Paid Holidays
  • Paid Time Off
  • Tuition Reimbursement
  • Education Incentives
  • Deferred Compensation Plan
  • Wellness Incentives
  • Employee Assistance Program (EAP)
  • Free Employee Gym
  • Free Employee Health Clinic

Must possess the physical, developmental and mental ability to perform job tasks, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION

Responsible for coordinating the fiscal management, accounting activities and functions, auditing, governmental tracking, accountability and administrative supervisory work for the Polk County Code Enforcement Division.

ILLUSTRATIVE DUTIES
• Receives, reviews, prepares, and processes fiscal invoices, statements, requisitions, purchase orders, prepayment vouchers, deposits, and journal entries.
• Monitors, prepares, and maintains budgetary controls for allocated funds; prepares and recommends budget transfers and budget amendments for the Division.
• Audits program finances to ensure funds are properly expended and accurately recorded; assists with special audits, investigations, and fiscal analyses for various projects and programs.
• Prepares, oversees, and reviews division account receipts and expenditures; prepares monthly, periodic, and year-end financial reports, budget status reports, and audit documentation.
• Advises the division director, division manager, and other leadership staff on fiscal matters; prepares monthly budget status reports for division managers.
• Serves as a lead fiscal position; trains and cross-trains fiscal personnel and provides supervision of subordinates in the absence of the division manager, as assigned.
• Provides fiscal and administrative support to the division management as necessary.
• Prepares progress charts, schedules, and expenditure tracking for division projects; monitors project expenditures to ensure compliance with approved budgets.
• Assists with preparation and auditing of the annual tax assessment roll.
• Handles fiscal records management, including formatting, compiling, and assisting with budget preparation, CIP preparation, month-end billing, collections, payment posting, deposits, reconciliations, new account setup, and journal entries.
• Develops, recommends, and prepares forms, policies, procedures, and internal control systems for fiscal and purchasing operations in accordance with county fiscal guidelines.
Writes, interprets, and distributes fiscal-related administrative memorandums, procedures, and correspondence.
• Ensures accounting processing methods and techniques meet auditing standards.
• Works with records management to ensure fiscal records are archived in accordance with county policy and legal and contractual requirements.
• Downloads and routes invoices to OnBase for accounts payable processing.
• Research, investigate, detect, verify, and resolve fiscal discrepancies; evaluates and recommends improvements to reporting and recordkeeping systems.
• Runs monthly Polk Revenue Detail, Polk Expense Detail, and Employee Contributions (ECR) reports for division leadership.
• Tracks and reports emergency-related expenditures.
• Balances and reconciles P-Card statements, Lowe’s accounts, and Amazon accounts.
• Prepares and sends annual invoices for salvage yard fees.
• Works closely with Procurement staff on purchasing, contracts, and vendor setup; establishes and maintains Boring and Konica contracts.
• Compiles information and responds to assigned public records requests within required timeframes.
• Processes Tax Collector reports and satisfactions, prepares deposits, processes payroll, and performs other fiscal functions as backup.
• Orders IT equipment, printer items, and office supplies; serves as backup for Office Depot and Amazon purchasing.
• Processes payments for temporary staffing vendors.
• Assists with the Special Magistrate hearing process, including preparation of financial information packets for nuisance appeal cases.

KNOWLEDGE, ABILITIES AND SKILLS
• Knowledge of accounting, purchasing, budgeting, financing, auditing, and expenditure control systems, procedures, and regulations.
• Knowledge and understanding of divisional functions, programs, and office procedures and practices.
• Knowledge of governmental accounting standards.
• Ability to research, investigate, analyze, detect discrepancies, and recommend solutions.
• Ability to prepare complex financial reports, statistical summaries, and fiscal analysis.
• Ability to evaluate and improve reporting and recordkeeping systems.
• Ability to work independently, prioritize tasks, and problem-solve in a fast-paced, high-pressure environment.
• Ability to communicate clearly and effectively in writing and verbally with public, officials, and employees.
• Ability to understand and follow oral and written instructions and adhere to prescribed routines.
• Knowledge of English usage, spelling, grammar, and basic mathematics.
Ability to learn and use office equipment, financial systems, software applications, and division-specific terminology.
• Skill in using personal computers and related equipment including printers, copiers, calculators, and database systems.

MINIMUM QUALIFICATIONS
Associate degree in accounting, business, or public administration from an accredited institution and at least two (2) years of experience in accounting;

OR
• Bachelor’s degree in accounting, business, or public administration or a related field from an accredited institution and one (1) year of experience as a accountant.
OR
• An equivalent combination of education, training, and/or experience including a minimum of four
(4) years’ experience in governmental administrative accounting or related business administration
experience, which includes experience with large annual budgets with a heavy number of transactions.
• Must be able to utilize all features of word processing software and other required computer equipment.
• Must have a valid driver’s license and be able to secure a valid Florida driver’s license at the time of employment.
• A comparable amount of training and related experience may substitute for the minimum qualifications.

SPECIAL PREFERENCE
Prefer a minimum of one-year supervisory experience.

SPECIAL REQUIREMENTS
All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its residents.