Arapahoe County Sheriff

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Financial Administration Division Manager

at Arapahoe County Sheriff

Pay: $82,342 to $122,356/year
$82342 - $122356
Posted: 8/5/2019
Job Status: Full Time
Job Reference #: 2471274

Job Description

Overall Job Objective

Description

****This posting has been re-opened and if you have already applied,  you will not be able to apply to this posting again.****

This position is responsible for assisting the Director in the overall planning and strategy of the financial operations of the Community Resources Department.  The Administrative Services Division Manager is responsible for the financial oversight of the department.  This position directs the financial management of the seven divisions in a manner which results in the prevention of disallowed costs, the submission of accurate and timely reports to the proper authorities and ensures that expenditures are consistent with appropriated and approved budgets.   The Administrative Services Division Manager's breadth and depth of knowledge of all of the Community Resources division's applicable federal, state and county regulations, statutes and policies and procedures is significant, particularly in regard to financial compliance.  The mission, vision and values of the department guide the Administrative Services Division Manager in carrying out management and oversight practices, interpretation of existing or proposed regulations and federal cost circulars, and in providing recommendations to the Director around budgeting for general funds and grants, expenditures, policies and department culture.    

The Administrative Services Division Manager is responsible for the oversight, strategic direction and vision for the Volunteer Connections program, which supports the entire county, as well oversight of various key administrative functions for the department.  The Administrative Services Division Manager directs and advises the work of the Business Associate III, who is also the department liaison for the Arapahoe County Cultural Council.  The Administrative Services Division Manager makes presentations to the Board of County Commissioners, management, boards and staff as needed and is a member of the Community Resources Department's senior management team.
 
The Community Resources Department is approximately 90% grant funded, has a FTE count that approaches 200, three fiscal years and is composed of the following seven diverse divisions:  Administrative Services; Arapahoe/Douglas Works!; CSU-Extension; Housing and Community Development Services; Judicial Services; Senior Resources; and Weatherization.
 

Duties

 Directs the work of the accounting staff who perform a variety of professional grant accounting activities and comprehensive and technical administrative activities associated with the budgeting, classifying, recording and reporting of Federal, State, County funds and other funds. This includes the monthly reconciliation between Arapahoe County's SAP financial system and other required accounting/disbursement systems.

Analyzes and reviews department expenditures to assure compli­ance with Federal, State, and Local policies, procedures, and any other rules and regulations which may pertain to the funds.  This includes reviewing source documents for completeness, mathematical accuracy, proper authorization, sufficiency of information and budget, proper fund/account combinations, proper application of appropriate fees, refunds, collections, discounts, and overall allocability and allowability. 

Advises the Director, Division Managers and supervisors regularly regarding their Division's budgets, accounting issues, policies and procedures and makes financial recommendations.  Provides financial recommendations regarding applicable legislative bills that may impact the department. 

Collaborates and makes recommendations to the Director regarding department's onboarding and overall staff engagement initiatives. 

Builds strong relationships and partners with departments such as Finance, Human Resources, Human Services, Open Spaces and the Sheriff's Office related to contracts, budgets, funding, events, etc.   

Seeks overall budget direction from the Director. Leads and manages the annual department budget process.  Prepares and presents department budget recommendations to the Executive Budget Committee.  Directs the quarterly budget review information and requests budget supplementals as needed.  

Manages and mentors Administrative Services Division staff in all grant accounting competencies, including performance measures, leading them to a culture of continual improvement, professionalism, customer service and high quality. 

Oversees the department preparation of the department's portion of Scheduled Expenditures of Federal Awards (SEFA) and the annual county single audit process with county auditors for inclusion in the Comprehensive Annual Financial Report as well as external grantor financial monitors to ensure successful and efficient audits/monitorings.  Manages any needed audit resolution. 

Provides comprehensive assistance and guidance to divisions related to the grant application process for the department including financial and budget forecasts and feasibility of potential new grant funding and reviewing board summary reports prior to submission. 

Manages the cost allocation plan for the department and contributes to the County's overall annual cost allocation plan. 

Serves on various committees and working groups throughout the county and grantor agencies.  These committees study and make recommendations on specific financial and non-financial matters, projects processes and new software, etc. 

Provides leadership and direction for the Volunteer Coordinator and the Volunteer Connections program, which supports all departments and offices in Arapahoe County. 

Manages the front desk Business Associate III position, which is the "face and voice" of the Community Resources Department ensuring there is a high level of customer service and data integrity related to department personnel activities. 

Manages the contract management process for the department. 

Provides leadership and direction for the department liaison to the Arapahoe County Cultural Council. 

Develops and/or reviews financial and administrative business practices, guidelines and procedures for the department. 

Responsible for business process improvement within the department, reflecting best practices. 

Responsible for testing and learning new financial software applications from the State and interfaces with the County's financial system.  

Performs other duties as assigned.

Requirements


Skills and Abilities:
 

  • In-depth knowledge and execution of the principles of specialized accounting areas such as grant administration (preferred), budgeting and accounting.
 
  • Comprehensive knowledge in the following areas:
    • - Applicable federal circulars including OMB circulars 2 CFR Part 200 (Uniform Guidance)
    • - GAAP: Generally Accepted Accounting Principles
    • - GASB: Governmental Accounting Standards Board
    • - GAGAS: Generally Accepted Government Accounting Standards 
    • - GAAS: Generally Accepted Auditing Standards
    • - Audit and accounting guidelines published by the American Institute of Certified Public Accountants (AICPA).
    • - Office standards for audit of governmental organizations, programs, activities, and functions.
 
  • Knowledge and/or ability to learn complex laws, regulations and statutes including:
    • Office of Management and Budget (OMB) Uniform Guidance 2 CFR Chapter 1, Chapter II, Part 200, et al.
    • Arapahoe/Douglas Works!
      • Public Law 113-128 (Workforce Innovation and Opportunity Act)
      • OMB Circular 1205-0507 (H1B TEC-P Grant)
      • 45 CFR Part 200 (Temporary Assistance to Needy Families)
      • 45 CFR Part 251 & 273.25 (SNAP E&T)
    • Housing and Community Development Services
      • 24 CFR Part 570 (Community Development Block Grant)
      • 24 CFR Part 92 (HOME Funds)
      • 24 CFR Part 982 (Section 8)
    • Judicial Services
      • Title 12 Article 27 Section of 18-1-.3-301 of the Colo Revised Statutes
    • Senior Resources
      • Public Law 105-285, 1998 (Community Services Block Grant)
      • 45 CFR Part 74 & Volume 10 of the State Unit on Aging (Transportation & Chore Services)
      • Title III of the (Older Americans Act)
    • Weatherization
      • 10 CFR Part 440 & 10 CFR part 600
  • In-depth knowledge and ability to prepare and interpret financial reports and special reports and spreadsheets as requested.
 
  • Managerial and leadership skills with particular emphasis on problem solving and decision-making.
 
  • Ability to mentor, lead and direct the activities of staff members to complete assigned work products timely and accurately, giving constructive feedback for improvement and to accomplish the goals of the division and department.
 
  • Ability to recognize, evaluate and deal effectively and appropriately with employee issues, including job performance, attendance, conduct interpersonal relations or other job related issues.
 
  • Strong customer service orientation and ability to instill it in others.
 
  • Ability to work independent and in a group effectively and efficiently with limited or no direct supervision.
 
  • Ability to use logic and problem solving skills to include computer systems/software procedural issues.
 
  • Advanced Excel spreadsheet skills required. 
 
Behavioral Competencies:
 
  • Ability to work cooperatively with County Commissioners, department directors, division managers, auditors, monitors, consultants, professional peers, supervisors, other employees relevant professional and community-based organizations as well as Federal, State, County and municipal agencies.
  • Ability to communicate effectively and persuasively, both orally and in writing.
  • Able to listen objectively and evaluate others' comments. Able to evaluate new information and determine how it may affect the division. Uses appropriate discretion with communication sensitive/confidential information.
 
Education and Experience:
 
  • Bachelor's Degree Degree in Accounting, Finance, Business or related field.
  • Master's Degree in Public Administration or related field preferred.
  • Six to nine (6-9) years of increasingly responsible experience in accounting or financial oversight of grant funded programs, monitoring, planning, supervision, and/or related activities.
  • Three to five (3-5) years supervisory experience preferred.
  • A combination of the above years of experience and education could be considered.
 
 

Supplemental Information

WORK ENVIRONMENT
 

  • Work is generally confined to a standard office environment with trips outside the office to attend meetings, study sessions, board meetings, etc.
 
PHYSICAL DEMANDS
The following are some of the physical demands commonly associated with this position.
 
  • No unusual physical demands are associated with this position.
  • Spends 80% of the time sitting and 20% of the time either standing or walking.
  • Occasionally lifts, carries, pulls or pushes up to 20 lbs.
  • Uses cart, dolly, or other equipment to carry in excess of 25 lbs.
  • Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
  • Verbal and auditory capacity enabling interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
  • Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
  • Visual capacity enabling constant use of computer or other work related equipment.
 
 

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