Business Officer I

This position provides oversight of all aspects of the fiscal process for the Agency, as well as supporting other agency functions, including building safety, personnel, purchasing, contracting, agency vehicles and equipment management, as well as IT support for the entire Agency. This position performs responsible accounting and supervisory duties maintaining the financial systems and supervision of the agency's fiscal team.

Distinguishing Features of the Class

Acts as Business Officer for the Davidson County Department of Social Services, using considerable independent judgement in all matters related to the financial and business operations of the organization including development of the annual budget and financial monitoring, purchasing, contracting, personnel management, facility operations relating to DSS, IT support for DSS staff and equipment, as well as other equipment such as vehicles and office equipment used by DSS. Monitors expenditures and revenues to maximize projected revenues to be received and to ensure that fiscal procedures are performed in accordance with generally acceptable accounting principles and regulations. This position reports to the DSS Director. Employee is responsible for analyzing and maintaining the DSS budget to include job tasks such as: monitoring and analyzing line items daily to ensure adequate funds are available for encumbrances and expenditures, approving purchases through E-Procurement and P-care processes and providing regular reports and updates to the DSS Director on agency expenditures. Position is responsible for supervision of the Fiscal Unit to include purchasing, inventory control, physical plant operations, internal auditing, payroll, accounts payables and receivables and reimbursement reports. Position assists the Director in the management of a budget and supervises Accounting Technician positions and IT staff supporting the Agency. There is considerable contact with the County Finance Office, state program representatives, auditors, CPA firms and other county and department personnel and the public.

Illustrative Examples of Work

• Develops complex budget comprised of many funding sources
• Reviews past budget trends and forecast needs
• Reviews, analyzes, and monitors organizations budget on a daily, weekly, monthly basis, making necessary amendments requests/recommendations to the County Manager's Office as the need arises -
• Completes various reports in a timely manner to ensure proper funding receipt from Federal and State reimbursements to fund the various programs DSS offers; ensures staff are using funds according to policy.
• Reconciles various accounts, reimbursements, and funding ensuring accurate coding
• Approves all pay vouchers before submitting to Finance for payment.
• Works closely with the department Director regarding the departmental budget and expenditures; presents expenditure reports to the Social Services Board.
• Audits in-house payments and collections, oversees State reimbursements and reviews expenses and funding for the various Social Services programs offered by Davidson County.
• Develops contracts, oversees process within county to gain approval for contracts and other purchases and monitors contracts. Intervenes when vendors are not meeting contractual obligations. Works with vendors to obtain best pricing for leased equipment.
• Researches and makes recommendations for space needs and best utilization of space and equipment
• Oversees county vehicle use, purchasing and maintenance
• Prepares State mandated ADP plans for county and state approval to claim expenses for reimbursement.
• Coordinates safety, maintenance needs for the agency facilities and equipment
• Works with auditors and State monitors concerning the DSS budget.
• Ensures records are maintained or destroyed according to State policy.
• Tracks performance-based budgeting.
• Provides supervision to staff assigned to this position.
• Develops statistical reports
• Prepares performance appraisals
• Reviews/screens candidate qualifications
• Develops agency policies, procedures and provides training on general agency policies as needed
• Serves on various committees in the county and agency,
• Adheres to state, federal, county and department's policy, rules, and regulations.
• Mandatory emergency shelter duty should the need arise
• Performs other duties as needed or as assigned.

Recruitment and Selection Guidelines

Knowledge, Skills and Abilities

• Considerable knowledge of the principles and practices of public and business administration Comprehensive knowledge of DSS fiscal policy and procedure.
• Comprehensive knowledge of accounting principles and procedures.
• Must have excellent accounting and bookkeeping abilities.
• Considerable knowledge of modern office procedures, practices, and equipment
• General knowledge of personnel policies and procedures Must have good organization skills.
• Develops job descriptions and instructs in areas of personnel policy.
• Ability to initiate and implement administrative programs and procedures and to evaluate their effectiveness Ability to meet deadlines.
• Ability to exercise judgment and discretion in establishing, applying, and interpreting policies and procedures
• Ability to plan, assign, and supervise the work of subordinate employees.
• Ability to establish and maintain effective working relationships with agency personnel, officials, and the general public
• Excellent knowledge of computers, printers, Windows, Microsoft Word and Microsoft Excel Ability to work quickly and with accuracy.
• Ability to communicate effectively both orally and in writing.
• Ability to use a calculator with speed and accuracy.
• Adheres to federal, state, county and department's policies, rules and regulations.
• Work is generally performed during traditional business hours. Although some work is performed during the regular agency hours of 8-5
• This position would have altered hours, when/if the county operates emergency shelters as this is a mandatory duty of DSS and all staff must participate, as assigned.

Physical Requirements

• Must be able to physically perform the basic life operational support functions of stooping, kneeling, crouching, reaching, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing and repetitive motions.
• Must be able to perform sedentary work exerting up to 20 pounds of force occasionally, and/or negligible amount of force frequently or constantly to move objects.
• Must have visual acuity to prepare and analyze data and figures, perform accounting and transcription, work on a computer terminal and perform extensive reading.
• Must have visual acuity to determine the accuracy, neatness and thoroughness of the work assigned.
• Worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
• Worker is in contact with potentially infectious bodily fluids during the performance of his/her duties.

Education and Experience

Graduation from a four-year college or university, preferably with a major in business, public, or hospital administration, and four years administrative experience involving participation in the planning and management of a business or governmental program; or an equivalent combination of training and experience.

Licenses and Certifications

• A valid NC driver's license and access to a passenger vehicle is required

Preferences:

Prefer applicants with considerable computer experience and/or considerable knowledge of Windows software including Microsoft Excel and experience working in NC County DSS working with 1571 process.