Eau Claire City-County Health Dept. – Budget Specialist

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    Norbert Kirk
    Participant

    Budget Specialist
    Salary
    $32.87 Hourly
    Location
    Eau Claire, WI
    Job Type
    Full-Time
    Department
    HD-ADMIN
    Job Number
    2021-00076
    DESCRIPTION
    BENEFITS
    Job Description
    The Eau Claire City-County Health Department has an exciting opportunity for a full-time Budget Specialist due to a retirement. Find us on the web at http://www.echealthdepartment.org and Facebook at http://www.facebook.com/eauclairehealth.

    The beautiful and historic county of Eau Claire is nestled in the heart of the Chippewa River valley with more than 100,000 residents. Life here offers amazing recreation opportunities and moves at a family-friendly pace while still managing to embrace the culture and energy of a progressive college town. With a surprisingly low cost of living you’ll love making the Eau Claire area your home. Feel free to visit Think Eau Claire and http://www.eauclairewi.gov to learn even more about this great area!

    As a member of the health department administrative team, you will:

    Provide leadership in development, implementation, and monitoring of the annual health department budget.
    Support the management team in successfully utilizing complex revenue sources.
    Coordinate with City and County to manage all accounting responsibilities, including annual audit.
    Assure accurate cost analysis and operating and capital budget forecasting.
    Provide fiscal analysis, recommendations, and reports to management team, grant funders, City of Eau Claire, Eau Claire County and Board of Health.
    Support the health department strategic plan.
    Participate in quality improvement projects to improve department services and processes.
    Orient new health department employees and Board members to fiscal matters.
    We are looking for someone that has:
    Bachelor’s degree in finance related field, Master’s preferred.
    Experience working with complex budget and accounting processes.
    Experience in finance at local governmental or not for profit preferred.
    Ability to thrive and contribute in collaborative environments.
    Strong communication skills, both verbal and written.
    Ability to manage multiple tasks and priorities.
    Positive, friendly attitude toward internal and external partnerships.
    A passion about both public service and a work-life balance.
    This full-time position starts at $32.87 per hour. We also offer schedule flexibility and an excellent benefits package consisting of health, dental and life insurance, matched contributions into a retirement fund, paid holidays, and generous vacation and personal leave.

    This position will be open until filled. Applications received by May 3, 2021 will receive first review.

    FULL POSITION DESCRIPTION BELOW:

    General Function:
    With general supervision, supports the planning, implementation and evaluation of health department budget and fiscal policy/procedure, assists in the development of effective cost control measures, and provides oversight for fiscal functions of department staff.

    This position is responsible for providing fiscal and budget support to all other Health Department divisions and the Board of Health. This position also supports provision of any needed fiscal information to the City of Eau Claire, Eau Claire County, State of Wisconsin, and general public. The incumbent must be thoroughly acquainted with policies and operations affecting the health department financials and remain current on Federal and State statutes, local ordinances, Governmental Accounting Standards Board (GASB) pronouncements and Generally Accepted Accounting Principles (GAAP) to ensure compliance with laws that establish policy for financial reporting and other financial functions.

    The Budget Specialist is responsible for budget planning and management including utilizing skills of accounting to maintain the fiscal and payroll records of the department. The incumbent assists the department director in preparation and control of the department budget. The incumbent performs accounting duties utilizing the health department accounting system in accordance with accepted accounting procedures, oversees purchasing, provides and analyzes current program expenditure reports for division and program directors to assist them in management of their budget allocations. This position is responsible for assuring required audit materials and processes are completed. The Budget Specialist has primary responsibility for forecasting revenue and expenditures in partnership with Department management.

    Work includes the performance of duties that often require the independent exercise of judgment in making decisions in accordance with established policies and procedures. Contact is with management, Board of Health members, City staff, County staff, and other related agencies, employees, and the general public.

    Essential Duties and Responsibilities:
    (Parentheses indicate a related Public Health Core Competencies http://www.phf.org/resourcestools/Documents/Core_Competencies_for_Public_Health_Professionals_2010May.pdf (Download PDF reader))

    1. Maintains an accrual accounting system including accounts payable, payroll and general ledger. 1a. Prepares monthly and annual financial statements.

    1b. Analyzes accounts and prepares trial balances, budget reports and special reports as requested.

    1c. Files all data processing reports of expenditures, revenues and monthly accounts, maintains a running total of all expenditures and revenues of special grant funds.

    1d. Works with appropriate staff to ensure all required financial reporting, billing, payments etc. are submitted in a timely manner.

    1e. Works with health department staff to assure appropriate and timely handling of all checks and currency.

    1f. Maintains petty cash accounts.

    1g. Prepares and maintains budget adjustments in accounting system.

    1h. Assures that designated and undesignated fund balance accounts are accounted for and utilized following Board of Health policy.

    1i. Assures that all bills have received proper review, coding, approval, computes discounts as necessary, checks for discrepancies or duplication.

    1j. Assures that all purchase cards are utilized appropriately, and statements are reconciled per procedure.

    1k. Cost effective measures are taken to assure materials are provided under budgetary guidance.

    1l. Oversees the preparation of vouchers for payment and verifies payment and insures approval.

    1m. Develops, reviews, and updates accounting procedures and internal controls to maintain the integrity of the financial processes of department.

    1n. Develops, reviews, and updates operating budget, capital budget, and fund balance policy and procedure in cooperation with Director and Board of Health.

    2. Provides leadership in the preparation of the annual budget. 2a. In collaboration with division heads, program managers, assistant director, and director, assembles fiscal data, projects future costs, prepares and monitors the annual department budget.

    2b. Provides City and County required budget materials including all the required data and projections as well as required end of year reports.

    2c. Analyzes, interprets, and evaluates the budget to propose policies as they relate to fiscal direction of the health department.

    2d. Assures accurate cost analysis of all programs in the department to determine cost of services and indirect costs.

    2e. Assures capital budget is developed and implemented, depreciation is appropriately calculated and is annually analyzed with department leadership and BOH.

    2f. Assures annual fiscal and personnel data is provided for health department annual reports.

    3. Assures successful grant, project, and contract budgeting. 3a. Supports development, cost projection, and spend out of annual budgets for grants, projects and contracts with program leads, division, and department directors (7A4).

    3b. Develops tools to assist program managers in required reporting to funders.

    3c. Oversees and approves preparation of monthly bills and reports to grantor agency and assures appropriate/accurate expenditure of grant/contract revenue in conjunction with program staff.

    3d. Provides updates to division director to forecast grant revenue and expenditures and advise when budget items are over/underspent.

    3e. Contributes to the preparation of proposals for funding from external sources (7A9) by reviewing all fiscal requirements, assisting in budget development, assuring signatures and processing on all grant/contract documents.

    3f. Compiles and stores all fiscal information related to grants and contracts.

    4. Provides general oversight and training of department staff for fiscal related services. 4a. Oversees appropriate fiscal service work and assures accurate and timely completion by other health department staff. This may include general oversight and supervision of designated staff.

    4b. Assures training of staff on fiscal issues.

    4c. Delegates appropriate fiscal tasks to others in department.

    4d. Orients and counsels all new employees regarding payroll and fiscal issues.

    4e. Incorporates strategies in building financial literacy of for persons from diverse backgrounds (4A1).

    5. Supports the Operations Division 5a. Assists in development and record keeping for annual salary schedule, including step increases.

    5b. Ensures that employee benefits, such as WI Retirement, leave accruals, group life insurance, group health insurance, FICA and workers’ compensation are included in annual budget.

    5c. Provides backup to Operations division manager for coordinating all applicable benefit policy/procedure and contracts are up to date.

    5d. Supports capital budget items including preparation of documents as appropriate for bids for large purchases and assurance of use of purchasing guidelines.

    6. Provides fiscal support for Board of Health meetings. 6a. Participates in the preparation of Board of Health meeting fiscal materials including Balance Sheet, Year to Date expenditures, and Annual budget documents.

    6b. Supports development of Board of Health materials that have fiscal component including setting fees and grant approval.

    6c. Supports Board of Health members with understanding fiscal policies and practices of the department.

    6d. Supports Board of Health processing of appropriate expenditures.

    6e. Ensures reporting of budget changes and appropriations to the Board of Health, and City Council.

    7. Completes annual audit requirements. 7a. Ensures all auditing standards are met.

    7b. Prepares year end single audit schedules.

    7c. Reconciles and verifies all general ledger account balances.

    7d. Prepares all general journal entries to assure proper recording and timing of revenues and expenses to comply with generally accepted account principles and guidelines of grants and contracts.

    7e. Work with funders, staff and division managers on grant-related audit requests and requirements.

    Other Duties as Assigned
    8a. Designated as Finance/Administration role in ICS for public health preparedness/response. Participates in required ICS training to function in role of Finance/Administration section chief, in periodic emergency preparedness exercises, and is prepared to respond to public health emergencies.

    8b. Applies strategies for continuous quality improvement (2A10) and partners in all process improvements with budget or fiscal components.

    8c. Supports health department strategic plan and performance management efforts and identifies and leads strategic plan priorities and performance management actions that are related to finance and budget.

    8d. Uses individual, team and organizational learning opportunities for personal and professional development (8A5).

    8e. Arranges work area to reduce physical stress and increase productivity and efficiency, uses good judgment to act in a manner that is safe for themselves and their coworkers, and follows any Department safety procedures.

    Essential Knowledge and Abilities:
    Knowledge of generally accepted finance and accounting principles
    Ability to apply basic accounting principles and develop and analyze complex budget.
    Ability to establish and maintain effective working relationships with public health officials, professional and lay groups, department staff, and the general public.
    Ability to use independent judgment, initiative, and discretion in performing the duties without direct, immediate supervision.
    Ability to establish priorities and maintain current knowledge over a broad range of subject matters.
    Ability to collaboratively develop and implement efficient fiscal processes.
    Ability to assure department level fiscal policies are strategically supporting overall health department and Board of Health priorities.
    Knowledge and experience in working with a variety of core accounting, financing, program planning, and budgeting tools and software.
    Communication Skills:
    Requires the ability to communicate with individuals to exchange basic information and situation status, to consult on technical issues, and to address concerns and issues involving environmental and public health issues.
    Requires the skills and abilities of conflict resolution and effective listening with handling irate people and stressful situations.
    Confidentiality:
    Ability to professionally handle confidential information.
    Public sensitivity for working with citizens and businesses affected by controversial public health issues.

    Training and Experience Required:
    Required Education and/or Degree(s) – Bachelor of Business Administration with concentration in accounting/finance related field. Master’s in accounting related field preferred.
    Training – training and/or experience with Microsoft Office products, accounting and finance software, training and/or experience in government finance preferred.
    Employment – minimum 5 years of experience in a finance related position with non-profit or government experience strongly preferred.

    The training and experience requirements listed above are intended to represent the minimum levels required to perform the duties and responsibilities contained in this position description. They should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other position-related selection or promotional criteria.

    Physical Requirements:
    While performing the duties of this position, the employee is regularly required to sit; use hands to feel, finger or handle objects, tools, or controls; and reach with hands and arms. Duties require sufficient mobility to work in normal office setting and community environments; use of standard office equipment including a computer and selected software; vision to read printed materials, and to view a computer screen; hearing and speech sufficient to communicate in person or over the telephone. Ability to lift and carry up to 25 lbs.

    Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.

    Working Conditions:
    Work performed involves standing, sitting, walking and frequent use of hands dexterously. High levels of handling and fingering (typing, writing) exist. Stooping, kneeling, crouching, climbing, bending, reaching, lifting may occur with this position.

    Public Health Emergency Preparedness and Response:
    Responds to public health emergencies in the community in coordination with and under the direction of the Incident Commander.

    May be selected to receive training in a primary, secondary, or tertiary Incident Command System role to support department public health preparedness and emergency response efforts.

    Completes basic incident command system training courses and support agency public health preparedness and emergency response efforts.

    Consequences of Errors:
    Work requires significant accuracy and responsibility. Daily decisions are made that have potential loss of time and money for business owners, property owners, contractors, and the Health Department.

    Employment:
    The Eau Claire City-County Health Department is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Health Department will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and employees to discuss potential accommodations with the employer.
    Agency
    Eau Claire, City of (WI)
    Department
    HD-ADMIN
    Address
    720 2nd Ave

    Eau Claire, Wisconsin, 54703
    Phone
    (715) 839-4718
    Website
    http://www.eauclairewi.gov/health

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