CLASSIFICATION SPECIFICATION - #5111 FINANCIAL OPERATIONS SUPERVISOR

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1 CLASSIFICATION SPECIFICATION - #5111 FINANCIAL OPERATIONS SUPERVISOR GENERAL DESCRIPTION Responsible for the daily financial operations of the Thurston County Sheriff s Office and serves as the principal financial assistant to the Senior Management Analyst. Coordinates fiscal operations for the Thurston County Sheriff's Office. Supervises Financial Operations Assistants in preparing and maintaining accounting, budget and other fiscal records for the Thurston County Sheriff's Office. Develops and recommends strategies, and coordinates implementation of approved plans and work methods to provide program objectives. This class specification reflects the general concept and intent of the classification and should not be construed as a detailed statement of all the work requirements that may be inherent in a position. ESSENTIAL DUTIES Budget and Financial Management: Serves as subject matter expert of departmental accounting and financial processes, including Accounts Payable process. May assist with budget development; cost analysis, expenditure and revenue projections, expenditure tracking, billings and audits. May help develop new accounting and fiscal methods and procedures to attain increased effectiveness and economics. Implements approved automated financial management systems, fiscal policies and procedures. Assists in completing annual year end package for Thurston County Financial Services. Staff Supervision: Plans, organizes, and supervises the work of Financial Operations Assistant classifications within the Financial Services Division of the Thurston County Sheriff's Office. Develops and approves work and vacation schedules. Reviews and signs time records. Maintains and ensures compliance with County personnel policy, labor agreements, and civil service rules. Keeps informed of employee needs and viewpoints; counsels employees and prepares performance evaluations. Promotes staff development and recommends training requests for out-of-agency training. Payroll: Prepares the Sheriff's Office payroll including calculating base salary and specialty pays as determined by Bargaining Unit contracts. Reviews personnel information of new hire employees in the Sheriff s Office and sets salary and benefit packages in accordance with labor contracts and personnel rules. Audits time records to ensure mathematical accuracy of entries and ensures that wages, incentive and special pay, and benefits disbursements are in compliance with appropriate federal, state, and county laws, and several labor contracts.

2 PAGE 2 ESSENTIAL DUTIES (cont.) Confers with management and administration to resolve disputed entries and assists in making changes. Enters data into various internal data bases and the County payroll system. Balances payroll at the end of each payroll cycle; publishes payroll reports and forwards to Civil Service Commission for certification; ensures compliance with the Fair Labor Standards Act. Reviews Thurston County Financial Services and Human Resources Department payroll reports for accuracy as it relates to Sheriff s Office personnel. May conduct research and analysis of payroll records; prepares reports for grievance issues and litigation and provides testimony in court or grievance proceeding. Leave Accrual: Maintains and monitors employee leave accruals to ensure that appropriate levels are used in accordance with labor contracts and County personnel rules and Sheriff s Office policies. Inmate Accounting Support: Directs and supervises the collection and accounting of fees and prisoner funds throughout the Sheriff's Office. May audit daily entries made by Corrections Deputies for proper input of jurisdictional holds, housing and program information to ensure proper fees are charged according to established policy. May notify Corrections Deputies of errors and instructs changes. Coordinates with Corrections management to implement modifications to the system for correct capturing of billing information. May review fee transactions and inmate classification information for inmates participating in Correctional Options Programs. Resolves program differences and confers with Financial Operations Assistants to ensure proper data is entered into the correctional options accounting data base. May review monthly fiscal reports and audit billings to ensure that accurate billings are produced in compliance with County and Sheriff s Office policies and court orders. Grants: Completes grant billings, ensuring the grant guidelines are fulfilled. Assists with grant billing; tracking and accountability. Coordinates with other supervisors within Sheriff s Office to ensure grant requirements are fulfilled. Assets: Responsible for correct coding/tracking of fixed and small assets and annual asset inventory. Responsible for processing of surplus property for the department. Related Duties: Establishes and maintains effective relationships with Sheriff s Office staff, other federal, state and county agencies, law enforcement agencies, private contractors, citizens, and inmates. Investigates complaints on service delivery and related matters; researches issues and makes recommendations to the Chief Deputies.

3 PAGE 3 ESSENTIAL DUTIES (cont.) Serves as principal contact person and liaison between County Human Resources Department on local, state, and federal labor laws, labor contracts, and policies that affect employees wages, benefits, and other entitlements. May attend labor relations meetings, research issues, recommend solutions, and train and assist personnel on implementing approved solutions. Performs Financial Operations Assistant duties as needed and may perform other duties as assigned. DISTINGUISHING FEATURES The Financial Operations Supervisor is distinguished from the Financial Operations Assistant classification by the responsibility to supervise the work of other staff; higher level of accounting skills; ability to use independent judgment and to exercise discretion in fulfilling and maintaining the fiscal integrity and faithful compliance within established federal, state, and county laws for finance and accounting operations; knowledge of administrative procedures and office management methods; knowledge of Sheriff s Office and County policies and rules; and higher responsibility to maintain confidentiality of sensitive information received in the performance of duties. WORKING CONDITIONS Work is generally performed indoors in an office environment, both in the Sheriff s Office and inside the Corrections Facility. Extended periods of attention to, and concentration on, complex details are required. Incumbent is required to sit at a computer and operate various computer programs and to perform data entry for extended periods of time. Lifting of records and reports may be required, usually not in excess of 50 pounds. May be required to deliver items and operate county vehicles. Duties may include interaction with individuals who may be hostile or angry. KNOWLEDGE SKILLS AND ABILITIES Knowledge of: GAAP (Generally Accepted Accounting Principles), State of Washington BARS (Budgeting, Accounting and Reporting systems), and Thurston County Financial Policies and Procedures. Financial terminology. County, state, and federal laws and regulations, contractual terms and conditions, and established personnel management policies and procedures. Modern office management methods and techniques. Contemporary word processing and accounting software. Contemporary finance and automated accounting systems.

4 PAGE 4 KNOWLEDGE SKILLS AND ABILITIES (cont.) Contemporary office practices and procedures to include various file systems and records maintenance. Basic English composition, grammar, punctuation, spelling, subject/verb agreement and organization of content. Skill in: Planning, organizing and establishing work priorities. Exercising independent judgment to meet deadlines. Supervising the work of others. Identifying complex accounting issues and developing solutions to resolve those issues. Organizing, analyzing, interpreting and evaluating financial data. Establishing and fostering a cooperative and effective working relationship with other employees, organizations, and the general public. Communicating effectively via telephone or in person and maintaining a courteous attitude under stressful situations with individuals who are in various stages of emotional anxiety. Organizing data into appropriate usable format and preparing correspondence and documents from oral and written instructions. Detecting errors in accounting computer software. Effectively communicating with other agencies, as well as employees of the Sheriff's Office. Counting and balancing large sums of money. Operating a calculator with speed and efficiency. Reading and comprehending legal and non-legal documents. Ability to: Type 40 words per minute with 90% accuracy. Operate contemporary office equipment not limited to: fax and copy machines, calculator, and computer systems with state, county, and private software programs. Use the keypad on the computer 10-key keyboard with speed and accuracy. Maintain confidentiality of sensitive information received in conversation and from printed materials during the performance of duties. Must pass a background investigation which includes a personal history statement, background interview, polygraph examination, and psychological assessment. Work independently with little supervision. Perform all of the essential job functions of the Financial Operations Assistant classification.

5 PAGE 5 QUALIFICATIONS Must be at least 21 years of age at time of appointment. Pursuant to RCW , must be a US citizen and be able to speak, read, and write the English language. Must possess a high school diploma or GED. Valid Washington State Driver s License at time of appointment or have requested and obtained an appropriate accommodation. Acceptable scores on Civil Service examinations. PROMOTION: Three years experience as a Financial Operations Assistant in the Thurston County Sheriff s Office. OPEN COMPETITIVE: Two years of college level course work in accounting or business administration. Three years of full time work experience in governmental accounting including payroll, budgeting and supervisory responsibilities. Experience may be substituted on a year for year basis for educational requirements. Must pass a background investigation which includes a personal history statement, background interview, polygraph exam, and psychological assessment. Prior experience working for a law enforcement agency is desired. Amended : 2/27/14 12/21/98 4/15/92

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