Business Officer II - DSS Administration

I.A. Primary Purpose of Organizational Unit The Administration Unit is responsible for overall DSS Administrative functions, including financial management, purchasing, contracts and personnel management. The unit ensures policies adopted by the state and local Department of Health and Human Services are implemented and carried out in accordance with laws, rules, regulations and contracts, and to secure funding to provide necessary services to promote the health and well-being of the citizens of Nash County. By providing fiscal, reception, and clerical support, the Administration Unit allows Child and Family Services, Income Maintenance and Child Support staff to deliver their programs more effectively and efficiently to the citizens of Nash County. I.B. Primary Purpose of this Position The primary purpose of this position is to assist the Social Services Director with the administration and coordination of the fiscal operation of the Agency. The Business Officer is a resource in administrative, budgetary, and personnel matters, including the interpretation of federal, state and agency policies and procedures. The Business Officer is responsible for the direct management, coordination, supervision, and operation of the Administration Unit. Responsibilities include gathering, analyzing, and reporting information concerning existing and/or new fiscal, automation and personnel projects and making recommendations to the Director necessary to obtain the desired objectives. This position works closely with the Director on budget development and implementation, policy review and development, direction of work flow, assessing and meeting staff needs, and problem resolution. This position must have considerable working knowledge of mandated program services, policies and procedures in all Social Services programs in order to effectively manage budgets while complying with federal, state and local regulations. In addition, responsibilities include, but are not limited to, planning, supervision, and management of the fiscal and budgetary operations of the agency and personnel administration. The Administration Unit is accountable for fiscal and budget management, purchasing, contract maintenance, payroll, accounts payable and receivable, monthly state expenditure reporting, fleet management, and audit preparation.

Administrative staff supervised:

• Accounting Technician II (3)
• Personnel Technician II (1) I.

C. Work Schedule Agency hours are 8:00 a.m. until 5:00 p.m., Monday through Friday, with one hour lunch. This position and all positions within the Agency are responsible for working in county emergency shelters and/or with emergency programs, as deemed necessary by the Director. 20% - Management/Supervision The Business Officer directly supervises the day-to-day activities of fiscal staff. Fiscal activities are monitored to assure compliance with established county/state deadlines and policies. Fiscal activities include the compilation and preparation of administrative and program expenditure reports to obtain financial reimbursement of local, state, and federal funds, including the monthly preparation of the agencies reimbursement reports. Other fiscal activities involve the tracking and reporting of agency statistics. Agency and office support activities are monitored to assure compliance with local, state, and federal rules, regulations, policies, ordinances, and laws. The Business Officer evaluates work flow to determine efficiency and to devise and implement cost saving methods/procedures for the unit. Develops, implements and monitors long-term plans, goals and objectives focused on achieving the mission and priorities of the Administration Unit. The Business Officer is responsible for recruitment of unit personnel by selecting, interviewing, and making recommendations for new hires. The Business Officer is also responsible for overseeing unit training, evaluations, grievances, disciplinary actions and terminations. Periodic meetings are held with employees to provide consultation, support and assistance to ensure a continuing sound and progressive fiscal operation. 65% - Fiscal Management and Monitoring The position is responsible for the financial management of Social Services budget of $16 million with multiple revenue resources: State and Federal funding, Local Appropriations, grants, client fees, and contracted vendor payments. The Business Officer is responsible for the following:

• Monitoring the agencies policies and procedures to assure compliance with The Family Medical Leave Act, The Fair Labor Standards Act, and Americans with Disabilities Act.
• Reviewing candidates' qualifications being considered for employment. The application must be thoroughly reviewed to determine if the applicant meets the education and experience requirements for the position. Candidates are referred to the appropriate supervisors for interviewing selections.
• Developing and implementing operational and organizational changes within the Administration Unit to meet new demands.
• Overseeing all correspondence on past and present employees concerning payroll changes, employment verification, leave, retirement status, and employee references. Sensitive issues may be ones relating to personnel involving disciplinary action.
• Assisting with planning for agency operating cost. Includes obtaining quotes from vendors, reviewing contracts and leases, and making recommendations to the Director before purchasing. Also responsible for making sure all other purchases are made in accordance with the Local Fiscal Control Act.
• Developing procedures to assure the most cost effective and timely reimbursement of expenditures. Review purchase orders, requisitions, invoices, travel requests, agency supplies, etc., assuring that these are processed in compliance with the County Budget Ordinance, Personnel Policy, Fiscal Control Act, and NC Health and Human Services.
• Supervises the receipt and deposit of all monies accruing to the Social Services Department.
• Closely monitors financial stability of the agency and keeps the Director informed of issues, changes in allocations, or unexpected expenditures and revenues.
• Distributing the Record Retention and Disposition Manual and providing guidance on purging requirements.
• Making decisions on specific operating problems in accordance with departmental policies and procedures.
• Compiling all sections of the Agency's annual budget, in conjunction with the Director; keying agencies budget into MUNIS software. Evaluate budget and revenue alternatives and recommends courses of actions. Discusses budget development issues with departmental supervisors and provide advice and guidance relating to prioritizing based on available funds.
• Participates with the Directors in budget work sessions with the County Manager, County Finance Director and any attending County Commissioner, to review and justify budget requests prior to presentation to the County Commissioners.
• Reviews and prepares information regarding the financial operation of the Social Services Department for the Directors, Human Services Consolidated Board, County Manager and Finance Director, as needed.
• Monitoring caseworker's daysheet coding to ensure that entries are accurate to maximize revenues for the agency. Address coding to non-reimbursable programs, or coding to areas outside of the employee's job scope.
• Monitoring agencies budget for spending levels and receipt of revenues; work with Management Team members to develop and request budget amendments or transfer of funds, as indicated by changes in program demands or funding.
• Conducting internal audits to examine financial operations; determining Agency compliance with applicable laws, regulations, and policies; determining effectiveness and efficiency of operations, and determining program results.
• Completes the annual DSS self-assessment audits. Coordinates request for other unit files from Single Audit staff. Provides fiscal documents for the county Single Audit and the annual DSS Fiscal Monitoring.
• Maintains contracts for Social Services and ensures that all aspects of the agreement are specified. Reviews to determine if amendments are needed and ensure that spending is within the specified terms.
• Fleet management of thirteen agency vehicles. Recommend disposal and purchases, when required.
• Building management of DSS space. Makes referrals to maintenance of needed repairs. Coordinates upgrades of space with County Engineer.
• Coordinating technology management. Makes recommendation of needed computer replacement, networked copiers, and agency issued cell phones. Recommends needs to the IT Department and obtains approval from the Controller's Office.
• Review Indirect Cost Plan annually to ensure all cost from other agencies are included. Monitor significant changes to maximize federal and state funds.
• Maintain all agency contracts. Review for all necessary forms and content and ensure that funds are not overspent.
• Acts as primary NC Fast System and Path NC Administrator by setting up and revoking access for all employees using the system. Updates must be make when positions and job duties change. Workers must be assigned to work queues to ensure they received necessary reports and screens. 15% - Assistant to the Director The Business Officer performs the following duties:
• Assists the Director in gathering, analyzing, editing, and reporting information for various administrative programs, budget and fiscal matters.
• Act as a liaison between agency Director and line staff. Offers suggestions and recommendations to the Directors on enhancing and/or improving operations.
• Assists the Director in daily management activities and confers with administrative and management personnel of other county, regional, and state agencies in administrative service problems.
• Secures information for use by Directors in preparing reports and prepares summaries of factual data.
• Serves as an assistant to the Director in interpretation and dissemination of policies and rules and in the formulation of new or revised policy relating to administrative, fiscal, and personnel matters.
• Respond to requests for information from county and state officials, including County Finance Director, Human Resources Director, state representatives, county auditors, and board members.
• Attend Human Services Consolidated Board meetings, if requested.

II.B. Other Position Characteristics 1.Accuracy Required in Work Exactness and accuracy are required in all aspects of duties performed. Numerical accuracy is required in work with the budget, reimbursement reports, and other statistical reports. Accurate interpretation of program, agency, county, state, and federal policies, regulations, laws, etc., is critical. 2.Consequence of Error Inaccurate interpretation of procedures or incorrect information may result in law suits or claims against the Agency, loss of creditability, loss of funding, inappropriate use of agency resources, including staff, equipment and funding. 3.Instructions Provided to Employee Position requires extensive use of independent judgement and discretion. Instructions are received from the Director, either verbally or in writing, through regular conferences and at Leadership Team meetings. Instruction is also received through attendance at various workshops and meetings, county and state policy material, and from county, regional, and state staff. 4.Guides, Regulations, Policies, and Reference Used by Employee Local Government Budget and Fiscal Control Act, generally accepted accounting principles, State and Federal Statues, DHHS Fiscal and SIS manuals, statistical manuals, Nash County Human Resources Personnel Policy, and all other correspondence from the local, state and federal level that affects the position's responsibilities. 5. Supervision Received by Employee Position is directly supervised by DSS Director. Supervision is minimal and general in nature. Majority of work is independently planned and executed. 6.Variety and Purpose of Personal Contacts The Business Officer has frequent contact with staff in the agency and County Finance, occasional contact with other county management staff, fiscal staff in other counties, state accounting staff, clients, and the public. These contacts allow the Business Officer to convey and retrieve pertinent information. 7.Physical Effort The physical requirements of this position are considered sedentary work with occasional lifting up to 10 pounds. 8.Work Environment and Conditions Work is performed in a private office, which complies with state recommended standards for management office space. No environmental hazards exist. 9.Office Equipment and Software Used Equipment used includes laptop and printer, network printers, adding machine, copier, telephone. Software includes Microsoft Excel, Access, PowerPoint, Word, email, NCXCloud, MUNIS, NCFast, Path NC, Daysheet software, COREL. 10.Visual Attention, Mental Concentration, and Manipulative Skills Close visual acuity and focus is required to perform activities such as preparing and analyzing data, viewing computer monitor and reviewing reports, budgeting, conducting internal audits and dealing with personnel issues. Acute mental concentration and attention to details are of vital importance. Position requires highly detailed work on multiple tasks requiring a high degree of accuracy and works under deadlines with frequent interruptions. 11. Safety for Others The Business Officer assists in monitoring agency facilities and policies for compliance with ADA regulations and Nash County Risk Management Program, to ensure safety of clients and staff. 12. Dynamics of Work The Agency is affected on a constant and ongoing basis by changes in methodology, rules, regulations, laws, shifting program emphasis, new programs, changes in technology, etc. Program changes occur due to action of the Human Services Board, the Board of County Commissioners, the NC Social Services Commission, the NC General Assembly, and Congress. 1.Ability to concentrate and organize in the preparation of Agency's budget. 2.Understanding of accounting principles and governmental practices with ability to manage/adjust Agency's General Ledger; ability to work with independent auditors and County Finance Department, and prepare requested reports. 3.Ability to perform internal Agency audits and prepare internal audit reports, independent of personal relationships within the Agency, and oversee/establish internal controls. 4.Ability to maximize Federal and State funding through monitoring funding on a monthly basis and meeting deadlines. 5.Ability to finalize preparation of monthly agency reimbursement reports by evaluating daysheet coding and staff time reports and making adjustments as necessary to maximize revenues. 6.Excellent oral communication and writing skills required to be effective and successful in this position; accurate spelling and correct grammar usage is required. 7.Knowledge of or ability to adapt to Microsoft Excel, PowerPoint and Word is necessary Graduation from a four-year college or university preferably with a major in business, public, or hospital administration, and five years administrative experience involving participation in the planning and management of a business or governmental program; or an equivalent combination of training and experience.