Grants Administrator/Fiscal Manager

The Union County Prosecutor is now hiring a Grants Administrator/Fiscal Manager to oversee financial matters (including grants), manage operations, and supervise office personnel (with the exception of Assistant Prosecutors). This is a new role for the Prosecutor's Office designed to help keep the office running smoothly and cases moving forward. This position will have a comprehensive understanding of office operations, including fiscal reporting, budgeting, payroll, grant management and auditing. Additionally, the Grants Administrator/Fiscal Manager will serve as a liaison to external offices, accounting firms, providers, and the Auditors Office as it relates to the Prosecutors Office fiscal operations and grants. This person will also manage reporting schedules for grants, state reports, and other required report submissions and oversee administrative and investigative staff to ensure efficient office operations.

The Grants Administrator/Fiscal Manager will work collaboratively with team members to drive efficiencies and deliver high quality services to the Union County community. If you are interested in filling this pivotal role and meet the requirements below, we encourage you to apply!

Bachelors degree from an accredited college or university in accounting, business, or closely related field, or five (5) or more years of work experience in a responsible accounting or financial management position or such other qualifications that may be determined by the Prosecutor as meeting the essential skills for duties outlined; or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. Must have excellent organizational, time management, and attention to detail skills. Strong verbal and written communication skills are essential. Supervisor experience preferred. Must be capable of passing a comprehensive pre-employment background.

LICENSURE OR CERTIFICATION REQUIREMENTS: None.

EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive: Personal computer, applicable computer software, printer, copy machine, fax machine, scanner, calculator, and other standard business office equipment.

INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS: The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); is exposed to possible injury due to unclean or unsanitary conditions; has contact with potentially violent or emotionally distraught persons; works in or around crowds; has exposure to hazardous driving conditions; ascends and/or descends ladders, stairs, or scaffolds; has to work irregular hours.

Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.(1) Responsible for supervision and oversight of office staff (e.g., supervises and provides administrative direction to paralegal and administrative team, investigative and VOCA staff); monitors workflow to ensure efficient office operations; provides training and guidance; completes annual performance evaluations; ensures compliance with office policies and procedures; coordinates administrative support for prosecutors and office operations, etc.)

(2) Responsible for fiscal management and reporting (e.g., reviews appropriate funding sources for each receipt, payment, and contract; coordinates with the Union County Treasurers Office in accordance with Treasurer procedures; reviews and submits invoices for payment; reviews and approves purchase orders and blanket orders, and facilitates payments and authorizations for payment to vendors; reviews applications for payment or reimbursements; acts as a liaison with contracting agencies on fiscal matters and monitors utilization of funding allocations; develops and maintains master reporting schedule of all reports for state, grants, and other reporting requirements, etc.).

(3) Responsible for budget management (e.g., leads financial planning and forecasting functions; prepares fiscal year budget and any subsequent revisions with the input of the prosecuting attorney; monitors budget accounts, revenues, and expenditures to ensure compliance with approved budget, and maintains related accounting records and reports). Confers with the Prosecutor to resolve budget issues; coordinates with the County Auditors Office for all accounts and funds, etc..

(4) Responsible for grant reporting and management (e.g., serves as lead on managing grant reporting and timelines). Works with program staff and Prosecutor to manage calendar of reporting and reports submission; assists program staff and Prosecutor in development and submission of finance reports for grants and allocations; assists in preparation of grant applications for VOCA, VAWA, and other State and Federal funding, etc.

(5) Responsible for payroll management (e.g., supervises, reviews, and approves documentation and enters payroll for submission to the County Auditors Office for payroll processing); supervises, reviews, and approves the maintenance of sick leave, vacation leave, and compensatory time records, etc..

(6) Assists in compiling information and reports for the State Auditor and other public entities; compiles and timely submits financial information, including a list of bills, services, and financial reports; analyzes data prepared by financial systems for accuracy and completeness for inclusion in reports; and reviews and reconciles Prosecutor bank accounts and special funding accounts (e.g., LETF, FOJ, DTAC, DLEF).

(7) Assists with preparation for State audits and reviews; audits contract provider billings to ensure accurate reporting of services and payment.

(8) Responsible for felony case management (e.g., manages felony case intake using Matrix and Axon Justice software; obtains and reviews criminal and social history using CJIS compliant databases, OHLEG, Accurint, and Computerized Criminal History information; coordinates with the Investigators and Administrative Staff on intake issues; reviews intake matters with felony prosecutors, etc.).

(9) Maintains required licensures, certifications, and continuing education requirements, if any.

(10) Meets all job safety requirements and all applicable safety standards that pertain to essential functions.

(11) Demonstrates regular and predictable attendance.

OTHER DUTIES AND RESPONSIBILITIES:

(12) Performs other related duties as assigned.

(13) Serves as the Privacy and Security Officer. Knowledge of: *County, Department, and Division goals and objectives; *County, Department, and Division policies and procedures; *personnel rules and regulations; legal terminology; office practices and procedures; English grammar and spelling; county finance and budgeting; criminal justice; generally accepted accounting principles and practices; non-profit and government fund-accounting principles, processes, and requirements; financial management and forecasting; mathematical principles; general management principles and practices; HIPAA and CJIS law and regulations, including security rules and standards; spreadsheets and accounting software; the countys MUNIS system; MATRIX, OHLEG, OARRS, and ACCURINT preferred.

Skill in (required Skills/Knowledge): word processing; computer operation; use of modern office equipment; data entry; adding machine or calculator operation; Microsoft Office; Excel and Power Point; application and use of spreadsheets and accounting software; preparing financial reports; operation of general office equipment; verbal and written communications; reconciling accounts.

Ability to (Required Abilities): Carry out instructions in written, oral, or picture form; deal with problems involving few variables within familiar context; add, subtract, multiply, and divide whole numbers; prepare accurate documentation; maintain records according to established procedures; respond to routine inquiries from the public and/or officials; communicate effectively; understand a variety of written and/or verbal communication; prepare accurate documentation; complete routine forms; maintain records according to established procedures; handle sensitive inquiries from and contacts with officials and general public; develop and maintaineffective working relationships; perform job safely; organize work projects and manage multiple projects and programs; establish work priorities; maintain confidentiality of confidential and sensitive subject matter; exhibit flexibility in work schedule and job assignments; exhibit attention to detail when working with financial data.

POSITIONS DIRECTLY SUPERVISED: Paralegals/Administrative team, Investigator and VOCA staff.

CONFIDENTIAL INFORMATION: Employee is required to keep private criminal justice information of justice-involved persons in accordance with CJIS requirements and protocols. Employee is authorized to access and use protected criminal justice information only for proper purposes. Any other use is prohibited. The employee assigned to this position is also prohibited from disclosing any CJIS information to any outside party and is required to pass a background check and participate in CJIS and OHLEG training, and to review and acknowledge understanding relevant laws and procedures.