Salary: $68,495.00 Annually
Location : New Bern, NC
Job Type: Full-Time
Job Number: 10739
Department: Social Services
Division: Administration
Opening Date: 07/17/2023
Closing Date: 7/27/2023 11:59 PM Eastern
Primary Purpose
This position is responsible for the organization and supervision of fiscal and budgetary operations, personnel administration, purchasing, office services, and other general managerial functions. This position impacts every aspect of Agency Operations. Work assignments are generally self-planned, but require frequent interaction with other employees, county staff, and personnel in other State Agencies. This employee works independently under the general supervision of the Social Services Director and in close conjunction with County officials.
Desired start date is 9/13/2023.
Essential Functions
65% Budgeting and Financial Management Responsibilities:
This position requires strong fiscal analytical abilities, fiscal forecasting, budget preparation and oversight. The department’s budgets are large and complex because of the large number of funding sources in the varying combinations of Federal, State, County, Program, and grant income. Billing policies and procedures are developed and established under this position.
Fiscal responsibilities include:
- Implementing fiscal and management changes and procedures.
- Responsible for forecasting, analyzing, developing and implementing administrative budgets. Responsible for implementing and overseeing a strong fiscal accountability system.
- Administrative authority for a budget in excess of $155 million dollars. This position is responsible for working with other managers within the department and preparing and developing different program budgets and funding sources. This position requires a tremendous amount of independence in day-to-day operations. In preparing the budget, emphasis is given in making the most of all available dollars. When areas require more than the normal county match because of exceeding the spending limit, guidelines must be read and interpreted to discover new ways of budgeting for that particular item. This requires a high degree of creativity.
- Attend all county and state meetings related to fiscal matters.
- Respond to inquiries throughout the agency related to fiscal matters. This position is the primary contact with all the department supervisors and program managers regarding fiscal matters. This position is the primary contact regarding fiscal operations for the DSS Board Members, the County Finance Officer, the County Manager, and State Office personnel. This position serves as liaison between other county offices and supervisors in regards to county changes in fiscal matters. Often times this position represents the director at various state and county meetings to include the county director’s regional meeting and department head meetings regarding fiscal matters.
- This position is responsible for preparing budget amendments and explaining these amendments to the County Social Services Director, County Finance Officer, County Manager, and County Commissioners.
- This position is responsible for working independently with state and county auditors, analyzing information for the audit and reconciling federal and state revenue to expenditures for the audit. This position is responsible for preparing detailed work papers for the audit as well as answering any questions describing the Department of Social Services operations. This position provides all oversight for the accounting functions carried out by the accounting staff within the department.
- This position oversees the reconciliation of expenditure reports to the County Finance Office accounting records. This involves investigating all differences between the department and the County Finance Office and advising the County Finance Officer of actions that need to be taken.
- This position requires regular fiscal conferences with program staff to discuss spending and budget changes that need to be made on an on-going basis.
- This position has shared authority in regard to the preparatory planning, forecasting, researching, and development of the annual budget. In addition, this position is also responsible for the assisting with the presentation of the proposed budget to the Social Services Board and County Manager, and if needed, County Commissioners.
- This position is responsible for the preparation of budgetary line item transfers to the County Finance Officer. These transfers/revisions are made on behalf of the Director without the Director’s prior approval required.
- Monthly preparation and presentation of reports and/or charts to program managers and the Social Services Board reflecting budget status.
- This position is responsible for: overseeing the monthly completion of the DSS 1571 Reimbursement Report and Medicaid Transportation Report, overseeing travel expenditure reports, approving all agency bills and invoices for payment.
- This position is responsible for the development of grant proposals in regard to fiscal aspects of every grant where a request for proposal is submitted.
- This position is responsible for providing training and guidance to top-level management staff regarding the proper fiscal controls and proper utilization of program funds.
- This position must be able to develop formulas that estimate the impact of unforeseen increases or decreases in both fixed and variable costs.
- This position supervises the purchase of all equipment and supplies, oversees the approval of all purchase orders.
- This position is responsible for working independently. Fiscal manuals, statistical manuals, accounting manuals, memos, and the DHHS web site are basic guides and reference in performing work. Most contact is with other mangers/supervisors, the County Finance Officer, the County Human Resources Office, and the County Manager’s Office. Work is reviewed by state officials, county auditors, and through reports submitted.
- This position is responsible for reviewing all contracts within the department, assist in the negotiations and insure fiscal compliance with all state and federal regulations.
- This position must be able to interpret the Director’s and the Board of Social Services’ fiscal philosophy and incorporate this philosophy into the budget practices of the department.
- This position is a member of the agency Management Team which sets direction of the Agency.
- In the absence of the Director, this position is authorized to act on behalf of the director in all functions regarding administrative and fiscal matters.
As indicated in the above listing of detailed duties, this position is a top-level management position responsible for all fiscal operations. Direct account and report completing responsibilities are delegated by this position to the position’s subordinates. Major responsibilities in this position involve budget forecasting and management of an extremely complex matrix of program budgets and funding sources including grants and programs necessitating billing for services. This position has shared responsibility and authority for the annual fiscal year’s budgets. This position conducts comprehensive audits of the department’s budgets including periodic review of necessary program records, documents related to fiscal operations and presents the results to the Social Services Director. This position is responsible for designing monthly fiscal reports concerning expenditures and reviewing with DSS Program Managers and the Director. This position is responsible for analyzing spending patterns and projecting expenditure increases during the current fiscal year and future fiscal years. Although this position receives budget estimates from the State for some of the agency programs, this position is responsible for conducting an independent analysis of budgetary needs.
25% Management / Supervision
This position includes direct supervision of the agency Fiscal Team (Accounting Department) consisting of four Accounting Tech IIIs. The Accounting department is responsible for all monies handled by the agency, i.e. trust accounts, emergency assistance, donations, public assistance refunds, crisis intervention monies, transportation, foster care, day care, fees collected for each program such as Chore Services, Non-recipient fees, and Health Choice fees, also all program income for the county’ s Senior Services Program. This position must have a good working knowledge of all job functions within the Accounting Department. This position is responsible for audits of these funds and any reporting requirements of these funds, supervision of all tasks involved with preparing the agency payroll, and is the authorizing signature on the payroll, conducting interviews for vacant positions of those directly supervised and making appropriate selections for hiring staff, conducting staff meetings and individual conferences. This position evaluates staff and recommends disciplinary action when necessary, evaluates workflow to determine efficiency and to devise and implement cost saving methods/procedures for the unit. In the absence of the Director, this position is authorized to act on behalf of the director in all functions regarding administrative and fiscal matters.
5% Assistant to the Deputy Director
- Assists the Deputy Director in gathering, analyzing, editing, and reporting information for various administrative programs, budget and fiscal matters.
- Assists in daily management activities and confers with administrative and management personnel of other county, regional, and state agencies in administrative service problems.
- Secures information for use by Deputy Director in preparing reports and prepares summaries of factual data.
- Serves as an assistant in interpretation and dissemination of policies and rules and in the formulation of new or revised policy relating to administrative and personnel matters.
5% Other Duties Assigned
The position also assists in disaster relief efforts that includes but is not limited to shelter duty. Assignment to emergency shelter duty during times of potentially dangerous or manmade disasters is an essential function of this position and you shall be required to fulfill these duties when instructed.
Minimum Education and Experience
Graduation from a four year college or university and 3 years experience in personnel, budgeting, research, or administrative management, or an equivalent combination of education and experience. (Experience involving participation in the planning and management of a business or government program may be substituted for college on a year-for-year basis.)
Craven County offers regular full-time employees a wide variety of employee benefits including:
Health Insurance
Health Insurance is provided by ACS Benefits Services and covers a wide variety of healthcare services. Craven County pays 100% of Employee Only premium cost. Employees have the option to add child and spouse dependent coverage at their own cost.
Dental Insurance
Dental Insurance is provided through the Delta Dental PPO and Delta Dental Premier network administered by ACS Benefits Services. It covers a percentage of basic to major dental procedures, including orthodontia for children. Craven County pays 100% of Employee Only premium cost. Employees have the option to add child and spouse dependent coverage at their own expense.
Life Insurance and AD&D
Craven County provides eligible employees with $10,000 life insurance and accidental dealth and dismemberment coverage through OneAmerica AUL. Employees have the option to purchase additional coverage and/or dependent coverage at their own expense.
Disability Insurance
Craven County provides eligible employees with $50.00 per week in disability insurance through OneAmerica AUL. Employees have the option to purchase additional disability insurance at their own cost.
North Carolina Local Governmental Employees’ Retirement System
Eligible employees are automatically enrolled in the retirement system and must contribute 6% of their gross salary each pay period. Once eligibility requirements are met, employees will be able to receive monthly payments for life based on their salary, age, and years of service credit.
NC401k
Craven County contributes 2% of eligible employees’ gross salary into the 401(k) account regardless of the employee’s deferral amount. In addition, the County matches employee deferrals up to an additional 3%.
Annual Leave
Regular full-time employees earn annual leave based upon years of service. Eligible employees begin to accrue annual leave as soon as they start but must complete a six month probationary period before they are eligible to use annual leave.
- Less than two years of service earns 10 days per year.
- Two but less than five years of service earns 12 days per year.
- Five but less than 10 years of service earns 15 days per year.
- 10 but less than 20 years of service earns 18 days per year.
- 20 or more years of service earns 20 days per year.
Sick Leave
Regular full-time employees earn 3.69 hours of sick leave per pay period. Craven County accepts eligible sick leave from the State of North Carolina, any of its political subdivisions, any local government entity or authority, or municipality in North Carolina.
Paid Holidays
County employees receive 11-14 paid holidays annually. The Board of County Commissioners may adjust the holiday schedule as deemed necessary.
Longevity
Eligible employees earn $200 in longevity after five years of service by October 31 of the qualifying year. Longevity benefits increase $25 per year up to a maximum of $1,000.
Merit Program
Craven County offers a merit program. Up to 56% of eligible employees may receive a performance-based merit increase each year.
Supplemental Benefits
County employees are also offered a variety of supplemental benefits to select at their own expense such as Life Insurance, Vision Insurance, Flexible Spending Accounts, Critical Care policies, Cancer policies, Long-term Care policies, Hospitalization policies, 457b Deferred Compensation Plan and Aflac.
Employee benefits are subject to change or may be contingent upon funding availability.