Utilities Fiscal Specialist Position Available In Volusia, Florida

Utilities Fiscal Specialist City of Daytona Beach, FL – 2.8

Daytona Beach, FL Job Details Full-time Estimated:

$40K – $60.3K a year 4 hours ago Qualifications Microsoft Word Microsoft Excel Microsoft Outlook 5 years Word processing Writing skills Mid-level Math Organizational skills Contracts Computer skills Business Administration Typing Budgeting Business Associate’s degree

Full Job Description Department Utilities Location Utilities Department Position Type FT Employee Salary Weekly Pay Range:

$ $ 771.34 – $ 1,033.74 Date 2025.06.10 Description

PURPOSE OF CLASSIFICATION

Under the administrative direction of the assigned supervisor, this classification will provide technical and diversified administrative support to the Utilities Department. Work will include performing administrative and technical work involving contract maintenance and compliance, specialized accounting work involving a variety of fiscal operational functions and other general administrative functions. This position is responsible for coordinating the department’s procurement activities in compliance with regulatory standards, city policies, and contractual obligations. and works closely with the Purchasing division to facilitate the smooth flow of work involving RFPs/RFQs, bids and contracts following all prescribed policies and procedures.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Monitor adherence to department contracts, to include terms and conditions, ensuring that suppliers and contractors comply with contractual obligations through compliance audits, budgetary tracking, etc. Conduct regular audits of department contracts and agreements to ensure compliance with legal, financial, and regulatory requirements. Maintain accurate records of contract duration and work proactively to ensure renewals and new procurement process is timed appropriately. Assist in the procurement of goods and services for the Utilities Department, including obtaining price quotes and proposals. Coordinate with related staff to write and/or assist with developing technical specifications and scopes for desired products and/or services; and meet with users and division personnel to verify that specifications/scopes are consistent with end-user demands. Support the preparation of purchase orders, Requests for Proposal/ Quotes, review of contracts to meet the needs of the department, and related documents in accordance with City procedures. Collaborate with the Purchasing division to coordinate the purchasing process for utilities-related materials, equipment, and services. Ensure that all assigned purchases comply with the organizational requirements, including budgeting, reporting and regulatory guidelines. procurement policies and budgets. Assist in the preparation of reports and agenda items for approval. Maintain detailed and organized records of contracts, purchase orders, and other related documents. Act as a liaison between the Utilities Department, the Purchasing Division, vendors, and management to facilitate smooth contract management. Stay updated on legal regulations, market trends, and industry best practices in the utilities industry. Meet quality, timeliness, and production metrics for all work assigned in a rapid, time-sensitive setting. Performs both routine and non-routine administrative/clerical support duties as needed to support staff of the Utilities department as required. Enters variety of routine, technical, and specialized data into department and City systems. Operates a variety of modern office equipment, such as facsimile machines, computers, copy machines, video equipment, recording equipment.

MARGINAL FUNCTIONS

Performs related duties as required.

MINIMUM QUALIFICATIONS

(Education, Training and Experience) Associate’s degree in business administration, accounting or a closely related field supplemented by five (5) years of progressively responsible experience in a related position involving contract administration and monitoring, budgetary tracking, purchasing or other fiscal operations; or an equivalent combination of education, training, and experience. Must be proficient in Microsoft products such as Word, Excel, Outlook, etc. Must have excellent interpersonal skills and the ability to develop and maintain positive and professional relationships.

PERFORMANCE APTITUDES

Communication Aptitude:

Requires the ability to effectively communicate both verbally and written, utilizing proper grammar for the creation of effective documents; also requires the ability to interpret, understand, and apply requirements from city code, manuals and applicable laws and regulations.

Data Utilization:

Requires the ability to extrapolate, compile and integrate data and/or information. Requires the ability to compile relevant information to make and support judgments.

Human Interaction:

Requires the ability to establish and maintain effective working relationships with the department and other City employees, and the public as needed. Requires the ability for significant internal and external professional interaction.

Equipment, Machinery, Tools, and Materials Utilization:

Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials utilized in performing essential functions. Require proficiency in the utilization of computer technology, word processing and media presentation platforms and software. Requires the ability to type with speed and accuracy.

Verbal Aptitude:

Requires the ability to utilize a variety of descriptive and advisory data and information, such as policy and procedure manuals, plans, statistical reports and standard operating procedures. Strong written and verbal skills and ability to communicate with a diverse public. Ability to understand and communicate, both orally and in writing, the policies, procedures, issues and services of the Department.

Mathematical Aptitude:

Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages.

Functional Reasoning:

Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives

Situational Reasoning:

Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties that are often characterized by frequent change.

ADA COMPLIANCE

Physical Ability:

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements:

Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors:

Tasks may risk exposure to repetitive motion syndrome.

PERFORMANCE INDICATORS

The work performance of non-supervisory personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:

Knowledge of Job:

Has comprehensive knowledge of the methods, procedures, and policies of the City of Daytona and the Utilities Department as such pertain to the performance of the essential duties of the Utilities Fiscal Specialist . Has knowledge of the organization of the department, and of related departments and agencies. Gain knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position including but not limited to Florida Statutes F.S. 287 and

F.S. 119

Florida’s Government-in-the-Sunshine Law. Has comprehensive knowledge of terminology and related professional languages as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as external entities with which position interacts.

Quality of Work:

Maintains high standards of accuracy in performing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains quality communication and interaction with intra- and interdepartmental personnel, and any external entities with which position interacts.

Quantity of Work:

Performs described Essential Functions and related assignments efficiently and effectively in a manner to produce a quantity of work which consistently meets established standards and expectations.

Dependability:

Assumes responsibility for completion of assigned functions. Completes assigned work within established deadlines in accordance with directives, policies, standards, and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human, and conceptual areas.

Attendance:

Meets attendance requirements. Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to upper management with respect to vacation time and leave requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment:

Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identification of alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advisement where appropriate, and research issues, situations, and alternatives prior to exercising judgment.

Cooperation:

Accepts supervisory and managerial instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e., poor communications, variance with established policies and procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation both intra- and inter-departmentally. Relationships with

Others:

Shares knowledge with managers, supervisors, and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships both intra- and interdepartmentally, and with external entities with whom position interacts. Tactfully and effectively handles requests, suggestions, and complaints to establish and maintain goodwill. Emphasizes the importance of maintaining a positive image.

Coordination of Work:

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion for work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Has ability to prioritize, schedule, and undertake concurrent work assignments.

Safety and Housekeeping:

Adheres to all established safety and housekeeping standards, including regulatory entities. Ensure such standards are not violated. The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.