Administrator, Bureau of Financial & Facilities Management, Allegheny County                  L0234

Definition:

This is managerial work directing the financial and facilities operations of the Allegheny County Department of Human Services. The employee in this class is responsible for developing and maintaining  the financial operations and facilities of the Allegheny County Department of Human Services (DHS). Work involves implementing fiscal policies and procedures for Allegheny DHS which are consistent with applicable requirements established by the funding agencies; developing and preparing budget submissions to County and State officials; developing and maintaining computerized budget and accounting records and manuals for use by contract agencies; establishing standards for the internal account structure and procedures to provide for payment of services and reimbursement of expenditures; and providing technical assistance to contract agencies in developing their own accounting methods and procedures. Work also includes supervising feasibility studies to determine DHS needs for manual and/or computerized accounting systems; formulating and directing cost studies to establish standards, rates or fee schedules for services rendered; developing guidelines and procedures to increase revenues; coordinating and collaborating with functional DHS units dealing with financial services; coordinating the performance of required financial services through supervisors, accountants and technicians; and directing the coordination of security, facilities maintenance, the acquisition of office equipment and supplies and the management of the automobile fleet for the Allegheny DHS. Supervision is exercised over a large professional, technical and clerical staff and involves establishing priorities, performance standards, and internal policies and procedures for subordinate staff. Work is subject to review by the Deputy Director, Office of Administration for program effectiveness and conformance with established goals, objectives and policies through conferences and written reports.

Examples of Work:

Develops and maintains the financial operations and facilities of the Allegheny County Department of Human Services (DHS).

Implements fiscal policies and procedures for the DHS which are consistent with the requirements established by the Pennsylvanian Departments of Public Welfare (DPW), Aging (AAA), Agriculture and Health and the Bureau of Alcohol.

Develops and prepares budget submissions in excess of $300 million, to County and State officials.

Develops and maintains computerized budget and accounting records and manuals for use by contract agencies; provides direction and training through supervisors and other staff to Executive Directors, Chief Financial Officers, and Administrators of contract agencies to ensure compliance with applicable State and County requirements.

Establishes standards for the internal account structure and procedures to provide for payment of services and for reimbursement of expenditures to agencies for budgetary control purposes, and for preparation and submission of statements and reports in accordance withapplicable standards and procedures.

Provides technical assistance to contract agencies in developing their own accounting methods and procedures to conform to those internal requirements and procedures utilized by the Department of Human Services.

Develops formats and procedures for preparing and submitting monthly, quarterly and annual financial reports to DHS Administrators and Advisory Boards.

Insures the timely flow of payments to contract agencies, requiring coordination with the County Law Department, the County Controller's Office, the Chief Clerk's Office and the County Treasurer's Office.

Requests and analyzes, when appropriate, cash flow submissions from agencies to determine validity of prepayment requests.

Maintains banking relationships with central and branch office personnel of major banks in the area to insure capacity of contract agencies to borrow on a short term and long term as required.

Directs the design and maintenance, on a current basis, of all computerized accounting ledgers, such as general ledger, accounts payable, accounts receivable, payroll, and property ledger.

Determines the accounting basis for books of original entry, i.e., accrual, or modified accrual, in conformance with generally accepted accounting principles and practices and the funding source's requirements.

Supervises feasibility studies to determine DHS needs for manual and/or computerized accounting systems in cooperation with the

Administrator, Bureau of Information Systems; determines software and hardware configurations best suited at the least cost to accomplish the accounting needs of the system; negotiates with County, State and private software and hardware vendors to accomplish these needs.

Formulates and directs cost studies to set standards, rates, or fee schedules for services rendered; approves vouchers, payroll, legislation, and purchase requisitions.

Develops guidelines and procedures to increase revenues; conducts negotiations with potential third-party payers, in order to broaden coverage of providers; and formulates training procedures and techniques to maximize revenues from present and future clientele.

Coordinates and collaborates with functional units dealing with financial services, budgets and reports, vouchers payable, the Accolade System, expenditures, Program Managers and their staffs, Deputy Directors, Bureau Administrators and with the Deputy Director, Office of Administration.

Coordinates the performance of the various required financial services through fiscal supervisors, accountants, technicians, monitors, fiscal clerks and others utilizing financial instruments, i.e., budgets, payments, prepayments, vouchers, financial reports, bank loans, cash flow, books of entry, the Accolade System and others; collaborates with the Deputy Director, Office of Administration and the Administrator, Bureau of Budget & Contract Compliance in carrying out the fiscal policies, rules and regulations of the State Departments of Public Welfare, Aging, Agriculture and Health and the Bureau of Alcohol.

Directs the coordination of security, facilities maintenance, the acquisition of office equipment and supplies, and the management of the automobile fleet for the Allegheny County DHS; oversees the provision of support functions such as receptionist duties, messenger services, maintenance of facilities and equipment, safety, and fire precautionary procedures, temporary clerical services, records management, program forms management, and library and space allocation.

Establishes priorities, performance standards, internal policies and procedures for subordinate and consultative staff in the area of program operations; establishes assignments for staff on a geographical, disability or treatment basis; plans and directs activities through supervisors; attempts to resolve problems in the programmatic and budgetary areas and sets priorities; prepares performance evaluation reports for subordinates; and provides for in-service training and training programs to benefit staff.

Performs other related duties as required.

Required Knowledges, Skills and Abilities:  

Knowledge of the principles and practices of public fiscal administration.

Knowledge of the principles and practices of governmental accounting, budgeting, personnel, statistics, and procurement.

Knowledge of the concepts, theories, principles and practices of accounting including general accounting, fund accounting, analysis of financial statements, systems of accounting and auditing.

Knowledge of the principles and practices of auditing and cost accounting.

Knowledge of the principles and practices of supervision and office management.

Knowledge of electronic data processing procedures, practices and internal EDP controls.

Knowledge of social welfare program planning and operations as they relate to fiscal management.

Ability to develop and install highly complex and large-scale administrative procedures and operations and to evaluate their efficiency and effectiveness.

Ability to exercise judgment and discretion in applying and interpreting applicable county, state and federal policies and procedures.

Ability to identify and analyze trends, and provide fiscal and budgetary forecasts.

Ability to plan, assign, review and supervise the work of a staff of professional and non-professional employees.

Ability to provide guidance, training and technical assistance to subordinates and to staff of contract agencies.

Ability to evaluate, develop, and institute new accounting forms, records, procedures and controls.

Ability to train and provide guidance to professional accountants.

Ability to establish and maintain effective working relationships with other administrative officials and the general public.

Ability to express ideas effectively, both orally and in writing.

Minimum Experience and Training:

Five years of professional experience in fiscal management, auditing or a closely related field such as economic analysis, fiscal planning, or budget systems analysis, including three years in a supervisory or administrative capacity, and a bachelor's degree;

or

Any equivalent combination of experience and training.

Commonwealth Equivalent PSG ST10