] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → FISCAL ASSISTANT V, DIVISION OF MAINTENANCE

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Fiscal Assistant V, Division of Maintenance

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Fiscal Assistant V CODE: 4850 SQ/OQ: Optimal Qualified
WORKING TITLE: Fiscal Assistant V, Division of Maintenance GRADE: 22 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of the director and assistant director, manages and oversees the division¿s procurement and accounting operations. Supervises the division¿s accounting office staff. Responsible for accounting and procurement processes, procedures and functions. Responsible for planning, budgeting, financial monitoring and operational and management analysis functions. Prepares and maintains financial, personnel and performance measurements, records, and reports. Advises and assists the director, assistant director, depot leaders, and other key staff with operational reports, business process analyses, database design, and related training and presentations.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of accounting principles and practices, with emphasis on budget concepts and organizational systems and their application to a wide variety of accounting transactions and problems. Ability to independently develop and analyze a variety of financial and operational records and to prepare reports in a clear and concise manner. Ability to exercise independent initiatives to perform both original and recurring assignments. Ability to make decisions in accordance with established procedures and practices, and exercise judgment in the absence of clear directives. Requires excellent oral and written communication and human relations skills. Ability to work effectively with managers and other employees who possess diverse professional skills and backgrounds. Knowledge of business operations, performance measurements, and process improvements, including value stream mapping. Basic knowledge of SQL (structured query language), javascript, or basic coding language and logic. Ability to analyze and interpret business operations and performance data, including financial data, and to develop and prepare complex financial and operational reports with little or no supervision. Ability to complete work assignments in a very active operational environment with changing requirements and priorities, and with very limited supervision or guidance from the assistant director or director. Must have good business and operations knowledge and experience that exceed purely fiscal or financial skills and abilities. Excellent written and oral communication skills. Excellent human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Bachelors degree required. Masters preferred. Course work in accounting, finance or business administration with substantial course work in accounting, finance or related field plus two years of progressively more responsible experience in fiscal or budget management.. Experience in analytical and interpretive accounting or auditing work. Advanced computer skills in Microsoft Excel (spreadsheet), Oracle databases, and Financial Management System (FMS). Intermediate computer skills in Word, Outlook, PowerPoint, Visio (charting software), and Maximo (or similar). Basic skills in File Maker Pro or similar database software.
CERTIFICATE AND LICENSE REQUIREMENTS: Possession of a valid Maryland noncommercial class C driver's license, or equivalent.¿
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Position operates computer terminals for prolonged periods.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) None
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

1. Oversight of the procurement and accounting functions for the division.

2. Maintains files and records according to established retention procedures.

3. Develops and maintains accounting, procurement and business processes and procedures for the division.

4. Trains and enforces both division and MCPS procurement and accounting rules, policies, and procedures.

5. Researches, analyzes, compiles, develops and prepares fiscal, statistical, personnel and performance measurements, records, and reports.

6. Advises and assists the director, assistant director, depot leaders, and other key staff with operational reports, business process analyses, database design, and related training and presentations.

7. Prepares the operating budget request and any paperwork for mid-year changes to the budget. Assists in preparing and submitting capital budget requests.

8. Assists the director and assistant director in budget presentations.

9. Projects monthly and total fiscal year spending.

10. Prepares and submits lease purchase request.

11. Ensures payments are within budgeted amounts and comply with established procedures.

12. Establishes monthly spending and usage targets for the division, depots and/or shops.

13. Monitors operating and capital account transactions and balances. Investigates discrepancies and submits appropriate paperwork for corrections/proper allocation as required.

14. Analyzes data and prepares the monthly financial monitoring reports, then briefs the director and assistant director, and submits the monthly financial monitoring reports.

15. Manages and monitors the credit card program for the division; includes requesting new cards, related training, any changes, and processing and issuing related reports.

16. Manages and monitors cellular phones for the division; includes inventory of spare phones and accessories, requesting changes to services and features, issuing replacement and new phones, and processing and issuing related reports.

17. Works with procurement and maintenance staff on maintenance bid reviews, renewals, extensions and awards.

18. Interacts with vendors, school accounting and purchasing staff, maintenance staff and others within and outside of MCPS to obtain and convey information, resolve problems, or to explain procedures.

19. Processes personnel action forms and requests for the division, including higher level assignments, new positions and position changes.

20. Prepares vacancy and higher level assignment reports, as well as monitors personnel variances and submits any necessary paperwork for corrections.

21. Assists in preparing job vacancy positing.

22. Updates and maintains the division¿s business process documents.

23. Applies for any applicable local, state and federal reimbursements, such as FEMA storm reimbursement claims.

24. Ensures reimbursements are received for insurance claims.

25. Responds to inquiries from vendors and others regarding procurement and fiscal matters.

26. Manages work order daily time sheet entries and work order completion and cancellation updates for Shady Grove Maintenance Depot. Ensures that time sheets and work order records are timely and accurately processed and properly maintained.

27. Performs related work as required.
Class Established: 7/2003
Date(s) Revised: 7/2012
Last Reviewed: 7/2011

This description may be changed at any time.