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JOB TITLE:

Project Administrator, Fiscal Operations

JOB CODE:

 

DEPARTMENT:

Housing & Community Development

UNION:

00

FLSA STATUS:

Exempt

GRADE:

 

POSITION SUMMARY:

Responsible for accounting, grant management, financial program analysis and preparation of financial and administrative reports for the Department.  Interfaces with various County Departments to ensure optimal financial processes are in place for meeting regulatory requirements and County policies. Performs administrative tasks related to the implementation of federal and state grant programs and serves as office manager for the department. Responsible for the development and implementation of policies and operating procedures.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Primarily responsible for managing the various revenue streams that fund the Department, reviewing and updating fiscal policies and producing useful tracking and reporting functions to improve Department’s financial processes. Ensure coordination across Department’s various funding streams in terms of fiscal processes and policy.

  • Preparation of annual County budget and program budgets, including monitoring expenditures by funding stream. Maintenance of administrative cost allocation plan.

  • Create and maintain fiscal manual for the Department. Assists with implementation of monitoring procedures to ensure program manuals are adhered to by subrecipients.

  • Maintains technical competency relative to HUD and Commonwealth of PA programs and guidelines, project financing, County financial practices, and local, state, and federal legal requirements.  Interprets and communicates relevant applicable knowledge for community partners via tutorials, guidelines, and conferences.

  • Regularly coordinates with other County Departments such as Controller, Purchasing, and Finance to ensure optimal alignment of Department financial policies with County financial policies and procedures.

  • Assist in budget development for grant writing proposals and monitoring program budgets after funds received.

  • Assists in the proper execution of sub-recipient and vendor contracts and all procurement activities in accordance with County Policies and Procedures and related fiscal and procurement governance guides issued by the Federal Office of Management and Budget.

  • Maintenance of required documentation records and audit trails consistent with federal and state regulations, including the Department of Housing and Urban Development (HUD).

  • Prepares or assists in the preparation of required fiscal documentation including:

  • CB10s, Monthly Budget Analysis (MBAs), Journal Entries

  • Departmental Lawson/ERP reports

  • Fiscal/procurement reviews

  • State, Federal, Departmental, and Program fiscal audits

  • Reconciliation of expenditures by posting administrative and program costs to appropriate grants.

  • In coordination with other Project Administrators, process project payment requests and maintain appropriate financial records and databases for Department contracts.  Serve as a reviewer for payment requests, including the identification and correction of discrepancies between requests and contracts.

  • Manages contract invoicing, accounts payable, accounts receivable, purchasing, and bookkeeping records.

  • Review, investigate and correct as needed any financial data and budget variances using Generally Accepted Accounting Principles (GAAP).

  • As needed, process contracts funded under Community Development Block Grant (CDBG), Home Investment Partnership Program (HOME), Housing Trust Fund (HTF), Emergency Solutions Grant (ESG), Pennsylvania Housing Affordability and Rehabilitation Enhancement Fund (PHARE), HUD Continuum of Care, and other funding sources.

  • Provide departmental administrative support including but not limited to payroll, purchasing, vendor payments, office equipment operation, office supply inventory, preparation of work orders and other financial functions.

  • Other duties as assigned.

QUALIFICATIONS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Three (3) years of professional accounting  or financial experience and a Bachelor’s Degree from an accredited college or university with a concentration in Accounting; or five (5) years of accounting and/or budgetary experience and an Associate’s Degree in accounting or business administration including or supplemented by fifteen (15) college credits in accounting; or any combination of experience and training that includes fifteen college credits in accounting or finance.

  • Typing skills at 50 wpm.

  • Knowledge of accounting principles and procedures, including principles and practices of auditing and cost accounting, and knowledge of principle and practices of public fiscal administration. Non-profit accounting experience a plus.

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

  • Knowledge of financial statements for both for-profit and non-profit organizations for purposes of underwriting grant applications and subrecipient audits.

  • Ability to provide guidance, training and technical assistance to Departmental colleagues and to staff of program funded agencies.

  • Ability to acquire and retain knowledge of federal and state Fiscal Agent operating procedures related to Housing and Urban Development funding streams.  Ability to reference HUD and OMB resources related to procurement and fiscal activities.

  • Must be proficient in Microsoft Office Word, Excel, and Outlook, PowerPoint. Working knowledge of Lawson/Infor ERP, Database software, and Adobe Acrobat Professional a plus.

  • Ability to work both independently and as a team member. 

  • Excellent oral and written communication skills.

  • Must possess and maintain a valid driver’s license and have use of a personal vehicle.

  • Experience in human resources management a plus.

Position: Project Administrator, Fiscal Operations

Functional Requirements:

Physical Demands: (Check all that apply)

Balancing

X


Stooping

X


Pushing

X

Climbing

X

Crouching

X

Pulling

X

Crawling

X

Kneeling

X

Handling

X

Standing

X

Sitting

X

Talking

X

Turning

X

Reaching

X

Hearing

X

Seeing

X

Color Vision

X

Depth Perception

X

Mobility

X


Lifting: (Check one)

Carrying: (Check one)


Sedentary

(0-10 lbs)



Sedentary

(<10 lbs)

X

Light

(0-20 lbs)


Light

(0-10 lbs)


Medium

(0-50 lbs)

X

Medium

(0-25 lbs)


Heavy

(0- 100 lbs)


Heavy

(0- 50 lbs)


Very Heavy

(over 100 lbs)



Very Heavy

(over 50 lbs)

Aptitudes: (Check all that apply)

Form perception

X


Problem solving

X

Motor coordination

X

Working speed (ex.wpm)

X

Finger dexterity

X

Manual dexterity

X

Computer/VDT ability

X

General learning ability

X

Clerical perception

X


Environmental Conditions: (Check all that apply)

Extreme cold



Extreme heat


Temperature changes


Wet conditions


Humid conditions


Exposure to fumes


Exposure to blood and body fluids


Noise and vibration


Exposure to chemicals


Poor ventilation


Inclement weather conditions;

Inside/outside weather conditions

X


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CLICK HERE TO APPLY NOW

The County of Bucks is an Equal Opportunity Employer and has an EEO Utilization Report that is available through the Human Resources office or online.  Click Here for the Bucks County EEO Utilization Report.

Human Resources - Bucks County Administration Building
New Address:
55 E. Court Street, 2nd Floor
Doylestown, PA 18901
Monday through Friday 8 a.m. to 5 p.m.
Phone: 215-348-6546

Neshaminy Manor
1660 Easton Road  Warrington, PA 18976
Monday through Friday 8:30 a.m. to 4:30 p.m. 
Phone: 215-345-3205

PA Career LinkFor additional job opportunities throughout the area, please visit PA CareerLink at: https://www.pacareerlink.pa.gov/

By clicking the above link, you will be taken to the PA CareerLink site where you can apply for non-County jobs.