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SES Financial & Budget Manager

Category: Exempt
Pay Grade: E28
Job Code: 23305

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

JOB SUMMARY

Performs professional financial and accounting work supporting the administration of the Pinellas County Safety & Emergency Services Department. This includes but is not limited to developing, managing, and monitoring a large complex multi-fund budget for the Safety & Emergency Services Department (SES).  The SES budget is inclusive of the Emergency Medical Services Authority, which is a Special District created by Ch. 80-585 Laws of Florida, for the implementation of countywide emergency medical services. The work associated with this position involves: the budget development for ambulance service fee revenues and fee schedule, and execution of twelve (12) dependent Fire District budgets, eighteen (18) First Responder budgets from various municipal fire agencies and independent fire districts.; budget development and management for SES Divisions of Financial Services, EMS & Fire Administration, Support Services, Regional 911, the Radio program and various other programs within SES. This involves fiscal oversight of general funds, several special revenue funds, and numerous related cost centers and programs. Development of internal controls to ensure compliance with grant and special revenue fund regulations, e.g., EMS Funds, 911 Fee Funds, multiple grants. The preparation of several financial forecasts, including but not limited to the EMS Fund and one for each of the twelve (12) Dependent Fire Districts.  Development and maintenance of long-term Capital Projects, such as the vehicle replacement program for First Responder and Fire Apparatus. Management of activities performed by professional financial and technical staff inclusive of contract management, procurement process of requisition, purchase orders and accounts payable for all department expenditures. Development of Capital Improvement Projects (CIP) funded with the Penny for Pinellas and/or other funding sources. This position will also act as lead for any SES internal or external audits. Ensures compliance for all fund entities of the County with Chapter 129. F.S., for control of County finances, and other statutory provisions, for timely preparation and execution of legally adopted County budgets.  Advises County agencies and departments of legal and budgetary policy requirements, as well as ensuring proper budgetary processes for supplements, amendments, and other changes.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Demonstrated leadership skills in the performance of duties, including: approaching work related items objectively; maintaining a big picture focus on what is beneficial for the organization; demonstrated diplomacy and professionalism in all communications; exhibiting emotional intelligence in dealing with change, stress and difficult situations;  demonstrated application of strategic and critical thinking; demonstrated open-mindedness and creativity; ability to work independently; take full ownership or responsibilities; providing timely constructive feedback and clear expectations to subordinate staff; demonstrated flexibility and the application of professionalism at all time etc;
• Serves as the primary contact for department directors providing a complex range of financial services designed to meet the operational needs of the Department;
• Manages, trains, and evaluates financial professional(s) and technical staff ensuring high quality financial customer service that includes: oversight of expenditures and encumbrances; compliance review and modifications related to Standard Purchase Orders (SPO); the reconciliation, accuracy monitoring, and payment of vendor invoices; and the comprehensive review of multiple fiscal reports to ensure compliance with vendor contracts provisions and, alignment with County/Departmental Policies in an efficient and effective manner;
• Assist in the preparation, management, and maintenance of annual budgets associated with Safety & Emergency Department Divisions of Financial Services, EMS & Fire Administration, Administrative Support Services, and Regional 911 and those of twelve (12) dependent Fire Districts and eighteen (18) First Responder Fire Agencies, which include the development of line-item Excel templates, and utilization of the designated budget software and other budgeting tools deemed necessary;
• Ensures budgetary compliance with the Governmental Accounting, Auditing and Financial Reporting procedures, as they apply to all relevant laws, rules, and regulations;
• Provide oversight, financial support, and reconciliation tasks (State Report, General Ledger, Project Ledger, Ambulance Service Fee Revenues) related to the EMS State Trust Fund Grant, E911 Grants, Human Services NARCAN Grant, ARPA Grant, COPS Grants and other applicable grants and or programs;
• Coordinate with County external auditors with variance analysis explanations, accounts receivable, projections related to ambulance billing revenues, internal control audits, and various other audits and related year end activities;
• Preparation and submission of the annual State reporting of 911 fees, along with other grant reporting requirements;
• Coordinate with the County Attorney as necessary on fiscal related legal guidance issues;
• Monitors and verifies budgetary revenues, balances, expenditures, and reserves for sufficiency and propriety of funding, compliance with control of expenditures by fund source and departmental major objects;
• Analysis of the revenues, balances, expenditures, and reserves as applicable for the General Fund, four (4) special revenue funds, twenty-one (21) cost centers and multiple programs for sufficiency of funding and to ensure compliance with expenditures by budgetary control;
• Audit of department programs to ensure compliance with internal financial, procedures, policies, and contractual obligations, e.g., P-Card audits, Continuing Medical Education Program audit, 911 Overtime analysis, audit of ambulance contract;
• Serve as liaison for financial needs with various County departments, e, g, Clerks Finance, Purchasing, Office of Management & Budget, county legal;
• Collaborate and assist other agencies on financial processes, e.g., Pinellas Regional Information Management Enterprise (PRIME) to create a budget template and assist with PRIME’s budget development. May serve on the PRIME finance committee;
• Prepare, review, and approve G journal vouchers and General Ledger / Project charge account reclassification forms;
• Review and final approval of Fire District and EMS First Responder agency capital reimbursement requests; ensure compliance with approved budget and contractual terms;
• Identify, prepare, and submit necessary department budget amendments. Analysis, reporting and preparation of year-end fiscal data for all components of department budgets and projections for the coming year within the timeline designated by the Office of Management and Budget;
• Create and maintain thirteen (13) separate long-term Capital Planning Documents with a particular focus on forecasting future needs and costs for the Emergency Medical Services (EMS) Fund and each of the twelve (12) dependent fire districts;
• Calculates thirteen (13) separate millage rates and associated revenues for the department’s special revenue funds and calculates associated beginning fund balances and fund reserve requirements with a goal of avoiding a spike in millage rates;
• Identify, prepare, and submit a budget amendment as needed to carryover operating and capital project budgets across fiscal years due to project delays or other extenuating circumstances;
• Develop mechanism/proper internal controls to ensure that County funding provided to agencies is not duplicated or combined with other fiscal resources;
• Assists with analysis of year-end, annual financial statements to ensure adherence to state budgetary laws, rules, and regulations and conformity to accepted accounting principles;
• Could serve as division head in the absence of the division director;
• Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

Eight (8) years of professional senior management level budget and finance experience with a large commercial or governmental entity that includes one (1) year of experience supervising professional staff responsible for budget operations; or a bachelor’s degree in business administration, finance, or a related field and four (4) years of experience as described above; or an equivalent combination of education, training, and/or experience.  

Special Qualifications (May be required depending on area of assignment):

• Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• Other knowledge, skills, abilities, and credentials required for a specific position.

Knowledge, Skills and Abilities:

• Ability to communicate effectively, both orally and in writing;
• Ability to provide leadership and supervision;
• Ability to apply government accounting and management principles to a variety of policies, practices, and systems found in a large and complex governmental organization;
• Ability to comprehend and interpret contract provisions, grant agreements and county policies and procedures;
• Knowledge of principles and procedures of general and governmental accounting, auditing, and financial reporting as guided by the Governmental Accounting Standards Board (GASB);
• Knowledge of state laws, rules, and regulations relevant to governmental budgeting;
• Skill to translate budgetary principles, policies, and practices;
• Knowledge of systems for internal controls;
• Ability to administer a coordinated system of budgetary reporting and compliance;
• Ability to plan, assign, supervise, and evaluate the work of subordinate personnel and establish and maintain effective working relationships with several Constitutional Officials, the departments under the County Administrator, and County employees;
• Ability to apply computer applications and software to operate a personal computer research, analyze, manage budget and performance activities, prepare presentations, reports, and papers as well as to enter and retrieve information, monitor work performed, and to communicate information.

PHYSICAL/MENTAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.  Additionally, the following physical abilities are required:

• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
• Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
• Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

WORKING CONDITIONS

Work is performed in a fast paced, dynamic environment that requires flexibility in changing priorities and responsiveness and supportive and/or Department changing goals, priorities, and needs.