Fiscal Supervisor - Child Protective Services

Under the direction of the JFS Budget & Finance Administrator for Portage County Job & Family Services (PCJFS), incumbent is responsible for oversight of fiscal activities of the Children Services division of PCJFS and supervision of staff. Incumbent is responsible for maintaining and designing accounting systems, solving accounting problems, administrative and fiscal procedures, and policies, and performing internal audits. This involves reconciling accounts, financial reporting and analysis, advising the agency on fiscal/financial problems and procedures, and ensuring that the agency follows proper accounting procedures. Incumbent is also responsible for oversight of eligibility determination for Children Services programs and supervision of staff. This involves reviewing eligibility cases for multiple programs which in turn determines agency reimbursements and solving case related and system related problems.

ESSENTIAL JOB FUNCTIONS:

• Supervise fiscal eligibility specialists in daily duties including but not limited to: case maintenance and rule compliance of Title IV-E foster care maintenance cases, Title IV-E adoption assistance cases, State Adoption Maintenance Subsidy (SAMS), Post Adoptive Special Service Subsidy (PASSS) program, Non-recurring adoption expenses, Interstate Compact on Adoption Medical Assistance (ICAMA), Interstate Compact on the Placement of Children (ICPC) and Kinship Permanency Incentive (KPI).
• Ensure timely processing of all program applications in accordance with applicable rules and Children Services Eligibility Policy and by regular and predictable QA procedures.
• Ensure all Individual Childcare Agreements (ICCA) are reflected accurately in SACWIS.
• Supervise Fiscal Specialists in daily duties including but not limited to: processing, coding, and entering Children Services payables into the Statewide Automated Child Welfare Information System (SACWIS); processing, coding and entering Children Services receivables into SACWIS; processing cash equivalent gift card and transportation requests for client use; reallocation of cash equivalents to proper grant after distribution; reconciling invalid payments in SACWIS.
• Supervise collection of checks and posting into SACWIS.
• Disburse payments in SACWIS on a weekly basis to ensure proper reimbursement of funds to agency.
• Carry out supervisory responsibilities in accordance with the county?s policies and applicable laws. Responsibilities include: interviewing, hiring, training, assigning and directing work, performance appraisal, discipline, settling grievances, addressing complaints and resolving problems, providing interpretation of County policies, procedures, rules and laws.
• Assign invoices to Fiscal Eligibility Specialist and Fiscal Specialists weekly and logs return of invoices completed using the Invoice Tracking Spreadsheet. Review Invoice Tracking spreadsheet to ensure timely processing of Children Services invoices.
• Coordinate with Children Services administration and Fiscal accountants in preparation of requests for proposals and service contracts.
• Ensure timely payment of Children Services grant and contract invoices in accordance with generally accepted accounting principles, county procurement process and Children Services Payable Policy.
• Ensure timely payment of Children Services invoices in accordance with generally accepted accounting principles, county procurement process and Children Services Payable Policy.
• Perform data analysis and reconciliations, solve accounting problems, and recommend procedures, policies and process improvement.
• Download and upload financial data to the state.
• Prepare journal entries and expenditure corrections as needed.
• Oversee processing of Children Services encumbrances and expenditures; review, analyze and assign proper financial coding.
• Provide support to JFS Business Services for payroll purposes.
• Prepare and maintain various agency financial, program and administrative records and reports.
• Prepare agency for audits and serve as liaison for agency.
• Serve on community, county and state committees as requested.
• Adhere to Local, State and Federal laws and regulations.
• Serve as back-up for direct report employees when necessary.
• Keep current in area of responsibility by attending conferences and training applicable to area of expertise.
• Perform other related duties as required.
• Operate a motor vehicle as needed to perform the essential functions.
• Demonstrate regular and predictable attendance.

NON-ESSENTIAL JOB FUNCTIONS:

Performs other job related duties as assigned.

JOB REQUIREMENTS:

Systems:

Ability to operate computers for data input and retrieval; proficiency in Microsoft Office, GroupWise and Internet Explorer; knowledge of CRIS-E, OIES, SACWIS, OWCMS, SETS, Maximus Ledger Suite, MUNIS, MITS, BUY-IN, E-GATEWAY, E-QUIL, CCIDS, Time Force, Agency?s Digital Imaging system and other systems as required by program area responsibility.

Equipment:

Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, scanner, fax machine and shredder.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position:

• Adaptability ? Maintain effectiveness when experiencing major changes in work or environment. Manage competing demands. Adjust behavior or change approach or method to best fit the situation. Able to deal with frequent change, delays or unexpected events.
• Coaching ? Provide timely guidance and feedback to help others strengthen specific knowledge/skill areas. Clarifies issues at hand, explains and demonstrates, provides feedback and reinforcement.
• Communication Skills ? Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
• Customer Service ? Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
• Delegation ? Delegate work assignments or projects considering the knowledge, skills and experience of the assigned individual and characteristics of the assignment or project. Set expectations and give authority to work independently. Communicate time frames, gather appropriate information and evaluate results.
• Ethics ? Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
• Initiative ? Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
• Interpersonal Skills ? Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others? ideas and try new things.
• Judgment ? Display willingness to make decisions. Exhibit sound and accurate judgment. Support and explain reasoning for decisions. Include appropriate people in decision-making process. Make timely decisions. Understand business implications of decisions.
• Leadership ? Interact with others in a way that instills confidence in one?s own intentions and in the intentions of the organization. Exhibit confidence in self and others. Inspire and motivate others to perform well. Effectively influence actions and opinions of others. Accept feedback from others. Give appropriate recognition to others.
• Planning ? Establish well developed short- and long-term plans to meet future needs. Recognize progress points and monitor plans to achieve desired results. Implement contingency plans. Adhere to schedules and plans with ability to prioritize.
• Teamwork ? Balance team and individual responsibilities to help accomplish work goals. Exhibit objectivity and openness to others? views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone?s efforts to succeed.
• Technical Skills ? Thorough knowledge of federal, state, county and departmental policies, procedures and practices. Knowledge of JFS computer systems and related software packages, including policies and procedures associated with their use. Pursue training and development opportunities to continuously build knowledge and skills. Share expertise with others. Demonstrate knowledge of public administration principles.

DIFFICULTY OF WORK:

Work consists of varied, non-standardized tasks requiring the knowledge of established policies, rules, procedures, and laws.

RESPONSIBILITY:

This is a responsible position with considerable independence requiring a significant amount of judgment and sensitivity to human services issues facing the County. Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Supervisor makes critical decisions on a daily basis and at times, without input from the JFS Budget and Finance Administrator. Errors in work are detected within the office in which they occur, possibly affecting the work of others and requiring expenditure of time to correct. Errors in work that are not detected may lead to state or federal sanctions or lawsuits.

PERSONAL WORK RELATIONSHIPS:

Incumbent has contacts with co-workers, employees of the County, and with the general public. The purpose of these contacts is to provide information, services and assistance, to coordinate departmental efforts internally and with other County departments and outside entities, and to ensure compliance with policies, procedures, laws and regulations.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Physical Requirements:

Incumbent performs sedentary work that may require lifting up to fifteen (15) pounds occasionally. Ability to operate a motor vehicle.

Physical Activity:

Incumbent performs the following physical activities: talking, hearing, standing, walking, sitting, driving and repetitive motions.

Visual Activity:

Incumbent performs work where the seeing job is close to the eyes.

Job Location:

Incumbent works inside with no exposure to adverse environmental conditions.