07/07/2003 08467

FACILITY FINANCIAL MANAGER, DHS

DEFINITION:

This is professional administrative work in planning and directing financial services and related activities in a state mental hospital, mental retardation center, youth development center complex, or the state restoration center operated by the Department of Human Services.

An employee in this class plans, directs and evaluates the facility's accounting, budgeting, purchasing/ procurement, storekeeping and expenditure/disbursement functions. Work involves the review, analysis and development of policies and procedures to provide centralized management and integration of the facility's financial activities. The employee directs the development and implementation of controls, policies, procedures and standards for the facility's financial information technology applications and functions; and directs the monitoring of operations on an ongoing basis to ensure effective delivery of services and compliance with Federal, state and facility rules and regulations and standards of professional practice. Supervision is exercised over a professional and technical staff in accounting, budgeting, purchasing/procurement, expenditure disbursement and stores. General supervision is received from the Assistant Superintendent for Administrative Services who reviews work performed for effectiveness of results and adherence to established regulations, policies and procedures through periodic conferences and reports.

EXAMPLES OF WORK:

Plans, directs, integrates and evaluates the accounting, budgeting, purchasing/procurement, disbursement, timekeeping, payroll and storekeeping functions in a state mental hospital, mental retardation center, youth development center complex or the state restoration center.

Interprets Commonwealth and Departmental management and fiscal policies and procedures and ensures their implementation into facility operations.

Supervises first level supervisory professional and technical staff.

Provides guidance and assistance for subordinate staff in the preparation of operating and capital budgets, re-budgets, and annual financial plans, including budget forecasts of operating expenditures, equipment, material and fixed assets requirements, and capital improvement and replacement requirements for Executive staff's consideration and facility Superintendent or Director's approval.

Ensures maximum utilization of financial resources by directing the development and maintenance of fiscal policies, information technology applications, procedures and controls.

Directs the review and verification of Agency Purchase Requisitions and preparation of cost apportionment reports for Federal reimbursement and the maintenance of special funds such as canteen, work activities center and Federal grants.

Monitors expenditures in light of actual and anticipated revenues and provides projections and advice to management.

Evaluates requests and requisitions for supplies, materials, and services for appropriateness and availability of funds.

Ensures the efficient and orderly process of the purchase/procurement, receipt, payment, storage and recording of facility equipment, materials, supplies and vendor services.

Directs the establishment, preparation and maintenance of appropriate accounting, purchasing/ procurement, disbursement and stores records and reports, including accounting systems information technology applications, stores and fixed assets inventory control systems, timekeeping and overtime reports and Medicaid, and/or Medicare cost apportionment reports.

Establishes accountability and identification controls to help prevent the misuse or theft of Commonwealth properties and supplies.

Meets with subordinate staff, other facility staff, departmental, and other agency staff, vendors and other public and private individuals, as necessary, to interpret or formulate procedures and to resolve problems.

Serves as a member of the facility management team in formulating long range planning to achieve facility goals.

Reviews and analyzes financial data and reports relating to disbursement of expenditures to ensure accurate and timely vendor payments from the advancement account.

Conducts periodic inspections of assigned areas to observe adequacy of and adherence to operational procedures.

Initiates correspondence regarding financial matters; approves and signs various reports as required; and prepares or reviews vendor contracts, leases, bids, etc.

Employees in this class may participate in the performance of their subordinates’ work consistent with operational or organizational requirements.

Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES:

Knowledge of modern principles, methods and techniques of facility financial management.

Knowledge of public administration as it applies to budget preparation, purchasing/procurement, accounting, disbursement, payroll and storekeeping activities.

Knowledge of the principles and practices of governmental accounting.

Knowledge of the capabilities and requirements of information technology systems and equipment.

Ability to plan, direct, integrate and evaluate the financial activities of a state facility.

Ability to forecast financial requirements accurately in advance.

Ability to correlate services to meet financial requirements.

Ability to prepare, analyze, and supervise the preparation of budgetary, purchasing /procurement, disbursement and financial reports.

Ability to plan and integrate the facility's accounting, purchasing/procurement, disbursement, payroll and storekeeping operations.

Ability to exercise initiative and judgment in interpreting and applying or developing policies and procedures.

Ability to analyze and evaluate the effectiveness of facility financial functions.

Ability to plan, assign and direct the work of subordinate professional and technical staff involved with Medicare and/or Medicaid cost reporting, multiple levels of care impacting upon cost apportionment requirements and information technology applications.

Ability to establish and maintain effective work relationships with staff of the facility, the Department, other agencies and private contractors and vendors.

MINIMUM EXPERIENCE AND TRAINING:

Four years of professional or technical budgeting, accounting, purchasing/procurement, disbursement and expenditures, collections or cost reporting experience; and a bachelor's degree in business administration, business education or a related field which included at least fifteen credit hours in accounting;

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An equivalent combination of experience and training which included at least fifteen college level credit hours in accounting.