Fiscal Manager (Juvenile Probation Office)

POSITION SUMMARY:

The Fiscal Manager is responsible for the management of the accounting functions and financial operations of the Adult and Juvenile Probation Office.  The Fiscal Manager ensures that there are adequate control mechanisms and systems for the financial operations of the department. Through supervision of accounting and fiscal operations personnel, oversees the daily financial processes of the department.  Maximization of departmental revenues through third party payments, and federal and state reimbursements in order to minimize County expenditures is a primary responsibility of this position. The Fiscal Manager works with the Chief PO to prepare the Court, County and State Needs Based Budgets, pursues grants and revenues, and works with the Office Manager to coordinate the work of support staff that interface with financial operations.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Oversee the collection and disbursement of all fines, costs, fees and restitution ordered by the Juvenile Court. Maintenance of information into the Common Pleas Case Management System (CPCMS), oversees the collection of the same, and maintains the integrity of the daily cash flow to the Clerk of Courts office.
• Review and reconcile the daily collection of child support payments from PA Child Support Program and the PA State Collection and Disbursement Unit.
• Maintain the integrity of the daily cash flow and is responsible for reconciling the department’s bank accounts and reflection in Oracle.
• Monitor all departmental budgets, alerting the Chief JPO of any fiscal irregularities or projected budget shortfalls.
• Manage the Restitution Incentive Program (RIP); this includes the collection of receipts, preparing & recording deposits, making disbursements and monitoring the Electronic Bank Account Check Register.
• Manage the Electronic Monitoring account.
• Assure compliance by departmental personnel with all County, State, and federal accounting regulations and financial recording practices.
• Assist in the preparation, tracking, and reporting of grants and reconciliation at the end of fiscal/calendar year.
• Monitor the payments of purchased support and institutional placement invoices, ensuring that expenditures are accurately reported for State reimbursement.
• Implement and interpret policies and procedures as they effect accounting and fiscal staff; coordinates interaction between fiscal staff, juvenile probation officers, and office support personnel for workflow purposes.
• In consultation with the Chief JPO, prepare the Court, County and Needs Based Budgets.
• Monitor and review all service provider contracts as negotiated and implemented by CYS Senior Contract Coordinator, to ensure JPO’s payments to providers are accurate in accordance with contract terms.
• Oversee the Random Moment in Time study and on a quarterly basis, processes the Title IV-E Administrative claim.
• Generate fiscal reports as necessary.
• Supervise the account clerks and related office support staff.
• Prepare the Juvenile Court Judges’ Commission Grant-in-Aid application.
• Serve as the liaison with the fiscal unit of Berks County Children and Youth Services, the Budget department and the Office of the Controller.
• Provide training to staff on the Oracle financial system, Smart Linx and Juvenile Case Restitution System as necessary.
• Oversee payroll. 
• When necessary, serves as the backup for accounts payable and payroll.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor’s Degree in Accounting, Financial or Business Management.
• Five years of related financial accounting experience. 
• Any equivalent combination of training and experience that provides the required knowledge, skills and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of commonly accepted accounting principles and procedures and working knowledge of the basic principles and practices of cost accounting.            
• Ability to analyze financial data and assemble information into both standard and non-standard reports.
• Ability to understand, apply, and provide guidance on Federal/State r