Fiscal Monitoring Specialist II

Full Job Description

Norfolk, Virginia is America's most authentic and urban waterfront city.

Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications.

Working for the City of Norfolk is an opportunity to make a real difference in the lives of others.

With our commitment to competitive pay and a strong retirement package, you can do good for your community and do well for yourself.

Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.

The City of Norfolk’s Department of Human Services (NDHS) provides a wide range of essential services to its citizens.

These services are crucial in supporting the wellbeing of the community and ensuring that all citizens have access to the resources they need.

NDHS is committed to providing such comprehensive support to its citizens.

The NDHS is seeking to fill a Fiscal Monitoring Specialist II position in their Finance unit. The Finance division within Administrations and Operations plays a pivotal role in the functioning of NDHS.

Their responsibilities include:

1. Processing Accounts Payable and Receivable: This involves managing the agency’s debts and credits, ensuring timely payments and receipts.
2. Managing Funding: They are responsible for overseeing the agency’s financial resources, ensuring they are allocated and utilized efficiently.
3. Reporting: They provide necessary financial reports to local, state, and federal officials as required by the Virginia Department of Social Services and the City of Norfolk.

Fiscal Monitoring Specialist II is responsible for highly complex financial activities and reporting associated with the accounts payable process including the invoice approval process, complex & high dollar program fiscal encumbrance monitoring process, fiscal team centralized problem resolution and internal controls processes.

This role also includes the provision of relevant financial information and accurately reflects the agency’s financial status and communication to the appropriate staff within the organization, as needed.

Requirements

Essential functions include but are not limited to:

• Assists in the development and successful implementation of the department’s internal controls that impact expenditure, encumbrances, financial asset security and accounting policies and procedures to enhance the efficiency of operations.

• Provides accounting technical support to accounts payable financial operations by performing timely and accurate review and approval of invoices and confirming the appropriateness of the line of accounting based on a detailed fiscal review in compliance with Federal/State/Local guidelines.

• Leads and provides skilled technical support of vendor management activities including monitoring of active vendor licenses, W-9’s, and contractual insurance requirements.

Performs and/or provides technical support of the regular, weekly/monthly reviewing and updating of agency-wide outstanding fiscal encumbrances to the NDHS Senior Leadership for effective and efficient expenditure budget management.

Successfully performs and/or provides technical support of program year-end encumbrance closeout activities.

• Performs monthly reconciliation of the agency’s public assistance account, to include cancelling and reissuing of payments.

• Overseeing the process of completing reimbursement payments for Agency Procurement Care utilization.

• Develop and maintain effective and efficient written processes, template forms, and procedures for budgeting, Accounts Payable, overpayment collections, problem resolution expense reimbursements, and other accounting activate based on NDHS/City of Norfolk policies to ensure best practices within area of responsibility.

• Potential to supervise and coordinates work assignments for two direct reports.

• Manage contracts with vendors by processing contracts and resolving problems with purchase orders and invoices.

• Resolves program issues by analyzing payment and authorization histories and determining the amount owed to or by the city.

• Process financial obligations owed to vendors due to issues with submitted financial documentation.

• Performs other duties as assigned.

Qualifications

Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent.

Three years or more experience in Accounting, Finance, or another business-related field.

Must be proficient in using Microsoft Office programs, especially Excel and Word.

Additional Information

Working Hours: 8:30AM-5:00PM