] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → FISCAL SPECIALIST, OCIP

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Fiscal Specialist, OCIP

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Fiscal Specialist CODE: 5620 SQ/OQ: Optimal Qualified
WORKING TITLE: Fiscal Specialist, OCIP GRADE: 24 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, is responsible for fiscal management duties related to program allocations, position control, budget preparation, and account management in the Office of Curriculum and Instructional Programs (OCIP). Incumbent is responsible for analysis and preparation of financial monitoring documents, reconciliation of accounts, review of open encumbrance and item reports. Develops and prepares progress reports, manages a large number of instructional and technology grants, and expense forecasting for management of instructional programs. Supervises and trains fiscal and secretarial staff in accounting, computer, and payroll responsibilities. Coordinates procurement transactions, journal vouchers, and Requests for Movement of Funds.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Thorough knowledge of the organization, functions, and operations of Montgomery County Public Schools. Thorough knowledge of purchasing and procurement procedures, budget preparation, and financial accountability. Knowledge of the theory, methods, principles, and practices of accounting and general accepted accounting principles (GAAP). Ability to establish and maintain accounting records and to prepare clear, concise financial and accounting reports. Ability to exercise independent initiative to perform both original and recurring assignments, make decisions in accordance with established procedures and practices, and exercise judgment in the absence of clear directives. Ability to perform statistical analysis to support long-range planning and to control expenditures. Ability to provide leadership and training to support staff on preparation and monitoring of financial documents. Ability with oversight skills to supervise and manage staff. Excellent human relations and communications skills.
EDUCATION, TRAINING, AND EXPERIENCE: Bachelors degree required. Masters degree preferred. College major in accounting, finance, business, or public administration with substantial applicable coursework in accounting. Considerable experience in accounting, budgeting, procurement, and/or staffing is highly desirable. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) None.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Must be able to work long hours as demanded by workload.
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Coordinates, prepares, and reviews the Operating Budget for the office, departments, divisions, units; and the K¿12 budgets.

Serves as liaison to budget office for financial reviews, questions, and budget preparation.

Reviews and approves all financial documents requiring the associate superintendent¿s signature.

Works with the associate superintendent in developing the financial data for the Professional Development Plan.

Submits financial monitoring for substitutes and stipends each month.

Manages multiple grants including developing, editing, and submitting of grant applications, amendments, interim reports, and final reports.

Meets regularly with the associate superintendent and directors of the various divisions and fiscal assistants to prepare financial reports and advise them of critical financial information.

Prepares general leases and related schedules, purchase orders, journal vouchers, movement of fund requests, and establishes appropriate encumbrances.

Audits invoices, travel vouchers, equipment repair forms, tenant compliance, and other documents as necessary.

Assists in the allocation of resources for the office, including staff and funds for contracting, materials, staff development, and furniture/equipment.

Assures the timely and accurate processing of purchase orders and position control documents in cooperation with the Procurement Unit and the Office of Human Resources and Development.

Oversees the timely and accurate preparation of proposals, reports, and audits for a large number of state, federal, and private grants, as well as enterprise funds.

Prepares responses and reports to the Board of Education, Montgomery County Council, Maryland State Department of Education, and other funding entities, as needed.

Coordinates activities to assure that employees are properly authorized, that salaries are charged to appropriate accounts, and that authorizations do not exceed budgeted funds.

Engages in professional development activities to maintain currency with industry-wide best practices.

Prepares analysis of matters relating to financial and accounting policy and procedures proposed by the state, prepares reports as required, and maintains coordination with the Division of Controller and internal and external auditors.

Oversees and monitors fiscal and secretarial staff on accounting and payroll procedures and provides input for staff evaluations.

Provides fiscal training and assistance to supporting services and professional staff as needed.

Coordinates specialized instructional program planning and needs with office, department, division, and school staff.

Assists the Executive Director in the Office of the Chief Academic Officer with the financial management of the OCIP Operating Budget.

Attends local and MSDE Grant meetings.

Develops the summer employment allocation spreadsheet for OCIP programs and work with staff on hiring process for teachers.

Understands and applies principles of performance evaluation and professional growth for employees.

Performs related duties consistent with the scope and intent of the position.
Class Established: 6/2020
Date(s) Revised:
Last Reviewed:

This description may be changed at any time.