Fiscal Assistant

Job Description

Salary Range: $46,441-$74,769 FLSA Non-exempt

The purpose of this classification is to perform routine fiscal duties, monitor account balances and expenditures, and assist in preparing grant applications, bid documents, etc., for an assigned department/division.

• Monitors department expenditures and account balances; monitors account transactions and fees; balances and reconciles financial records and accounts; records and maintains financial transactions; records and maintains department financial transactions; and prepares budget amendments and journal entries; and prepares, maintains and submits related records and reports.
• Assists in the preparation of grant applications; coordinates the compiling of required information, statistical data, and documentation; maintains and monitors grant records, timelines, and grant-funded projects; coordinates with the finance department to ensure required matching funds are budgeted and appropriate cost centers are established for accounting and other record keeping purposes; submits documents required for grant reimbursement; and makes recommendations regarding funding sources, individual grant projects and grant expenditures.
• Assists in the preparation of bid documents for department equipment and supplies; prepares detail specifications for items submitted for open bid; reviews Request for Information (RFI), Request for Quotation (RFQ), Request for Proposal (RFP) and Invitation to Bid (ITB); verifies accuracy and completeness; and makes corrections and changes as needed.
• Prepares purchase requisitions for goods and services; maintains files of purchases made for each fiscal year; monitors purchasing cycle to ensure purchase orders are received and invoices are paid promptly; and prepares and submits encumbrance cancellation forms as needed; and maintains all related documentation.
• Monitors department use of County purchasing cards; reconciles purchase card transactions; reviews purchase allocations to ensure department expenditures are appropriated correctly; prepares purchase card transaction log; and maintains records and receipts of all departmental purchase card transactions.
• Processes training and travel requests and related reports; prepares training/travel requests; posts expense reports into accounting systems; verifies training/travel approval and authorization; verifies and processes employee training registration payments; monitors expenditures to ensure compliance with budget; and maintains related documentation.
• Performs other administrative and fiscal duties; prepares the payroll and payroll reports; schedules meetings and vendor presentations; and assists department as necessary with various reports, presentations and special projects.
• Provides documentation, records, or other assistance to internal/external auditors as required.

Associate degree in Accounting, Business or related field required; two years of experience in accounts payable, accounts receivable or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.