Administrative Professional - Budget bei Cumberland County, NC

About the Department

This position performs a variety of accounting work, including payroll, accounts payable duties, and budgeting; prepares other financial reports and reconciliations; maintains open purchase orders; and performs other duties as assigned. This position serves as a backup for other Finance, Accounting, and Budget Office staff as needed; interprets rules, regulations, and procedures; and ensures they can be communicated to Sheriff’s Office employees; communicates with vendors and outside agencies regarding invoices, status of payments, and receipt of goods; and ensures work is performed accurately and within established deadlines.

Position Duties

25% Payroll

This position is responsible for calculating and inputting timesheet information to ensure accurate payment to employees, verifying leave logs and payroll logs to ensure accuracy, ensuring comp lists and pay lists are timely and up-to-date, and answering inquiries related to pay, leave, direct deposit, tax withholdings, etc. Employees must interpret and provide guidance to divisions and individuals on time & attendance and leave issues for more than 700 employees, who are a combination of law enforcement and civilian employees, each with specific rules and laws. Employees must review timesheets, compute hours worked per pay period and per 28 days to comply with the Fair Labor Standards Act, calculate the amount of overtime or comp time that employees are entitled to receive based on hours worked and individual employee status, determine the pay status of individuals if inadequate hours are worked for the pay period, ensure that disciplinary pay action provided by divisions is recorded, and then calculate these actions on individual timesheets. Employees must calculate initial or final timesheets for new hires and resigning or retiring employees, ensuring that all leave slips have been turned in and charged accordingly. This employee must research payroll problems and monitor missing documents and determine correct and timely solutions to any payroll-related issues. This employee answers inquiries from employees and supervisors related to pay, withholdings, deductions, pay received, comp time, and leave hours.

50% Accounts Payable

The employee receives, verifies, audits, and prepares all invoices for payment. The employee must audit them for accuracy, verify receipt of items, verify amounts, contact the vendor to resolve any issues, and enter invoices for payment in Munis. Employees must be conscious of due dates and discounts offered when processing invoices. Employees must scan and attach backup documentation, verify the availability of funding, track expenses and the payment of invoices through reports, and maintain files of invoices. The employee processes in excess of 3,000 invoices annually and now must key the invoices in Munis.

The employee processes and maintains requests for vehicle titles and registrations, completes payment of vehicle purchases, taxes, tags, and equipment purchases, and manages. The employee processes all travel advance and reimbursement requests. The employee processes monthly cell phone and air card invoices.

Employees must contact vendors to clarify invoice information, resolve payment status, and locate missing or backordered items. Employees must maintain files and reports of use to verify the status of invoices submitted for payment. Employees must research and solve problems from divisions on purchases.

10% P-Card Reconciliation

The employee performs monthly P-Card reconciliation. Employees review all statements and verify a receipt is provided for every purchase. The employee audits each purchase to verify validity and ensures the purchase is necessary for Sheriff's Office operations, coordinates with P-Card holders regarding any questions or discrepancies, enters accounting codes for all purchases, uploads a receipt for every P-Card transaction in the PNC online system, and finalizes reconciliation for the JV to be prepared by the county. The employee prepares an expense log to be approved by the sheriff and coordinates with County Purchasing regarding discrepancies and finalizing monthly reconciliation.

5% Budget Development 

Employees must assist with the annual budget preparation for all Sheriff’s Office funds, providing guidance to divisions, researching the validity of requests, formulating information to support budget requests, and inputting budget data in Munis Budget Central. The employee assists with developing guidelines on budgets and spending procedures.

In the development of the budget request, employees must research financial records of the current and previous years’ revenues and expenditures to determine the needs of divisions while considering requests for supplemental items. Employees must compile all division requests and prioritize requests, in conjunction with guidance from the sheriff and chief deputy, to develop a request that meets the needs of the entire sheriff’s office. Employees must review and audit requests to verify quantities and amounts are accurate.

The employee assists with the preparation of current-year projections as part of budget development for use by County Finance and Division staff. Data must be input in Munis Budget Central.Reports must be generated to ensure all entries are balanced and updated as necessary.

5% Open Purchase Orders and Change Orders

The employee must maintain a record of open purchase orders, verify and post appropriate invoices to the open purchase order record, calculate the funds remaining in the purchase order, and recommend increases/change orders as needed. The employee must enter change orders in Munis and verify approval of the change order. Employees must research and solve problems from divisions and vendors related to purchase orders.

5% Other Duties as Assigned

• As needed, the employee acts as backup for other Budget Office staff.
• Employee periodically must complete reports and gather documentation related to agency accreditation, including ensuring work complies with establish standards, entering accreditation information in computerized document management system, and maintaining files in an organized manner
• The employee manages the inmate welfare fund checking account, issuing payments and assisting with daily deposits as needed.
• The employee must deliver training related to timesheet basics and other financial procedures as needed
• The employee audits, reviews, and completes other reports, reconciliations, and financial documents as needed.
• The employee must compose correspondence to internal Sheriff's Office Divisions and to external agencies and companies
• Employees assist with the annual distribution of W-2s.
• The employee periodically completes wage verification documents requested by employees or outside agencies.
• The employee performs other duties as assigned.
• Reviews, compiles, and reconciles comp time listings and leave accrual reports.
• Manages copier reading/billing for the agency.
• Performs other duties as assigned.

Minimum Qualifications

Required Minimum Training: Graduation from an accredited two-year college or technical school with a degree in accounting, business management, or a related field and two (2) years of experience in the assigned program area; or an equivalent combination of education and experience.

Additional Requirements: Considerable knowledge and experience in bookkeeping and financial records, state and local fiscal regulations, payroll law, policies, and procedures.Ability to assist in interpreting and analyzing accounting data and applying that analysis to the Sheriff’s Office needs and determining compliance with established policies, guidelines, regulations, and laws.Must maintain a positive and supportive attitude in a team environment. Must be able to communicate effectively in written and oral form.

Equivalent Training and Experience: High school graduate with two years of experience in processing accounts payable invoices, maintaining financial records, reconciling bank statements, and related work.

Additional requirements must be submitted within 3 days of receiving an email requesting these documents. 
Attach a copy of the following documents to the completed application or submit it to the Human Resource Office located at 131 Dick St., Fayetteville, NC 28301.
* North Carolina Driver's License
* Birth Certificate
* Social Security Card * Military DD-214 Member-4 (if applicable)
* Authorization of Release of Personal Information to Cumberland County Sheriff's Office

Other Qualifications

• General knowledge of accounting and auditing principles and practices. Knowledge of and ability to explain and apply the provisions of the standardized accounting practices adopted by the local, state, and federal governments. 

• Ability to assist in interpreting and analyzing accounting data and applying analysis to the departmental or institutional needs and determine compliance with pertinent guidelines, rules, regulations, and laws;

• Ability to independently operate in the assigned program area; ability to assume accountability of assigned tasks; 

• Ability to communicate effectively and to conduct the department's business in person, via email, and by telephone; ability to gather and give detailed information and instructions based on program knowledge and independent research;

• Ability to be tactful and courteous while being persuasive and confident on County business; ability to compile, analyze, and then explain information based on general instructions;

• Ability to establish and maintain effective working relationships with supervisor, employees, and the general public; ability to meet goals and deadlines;

• Proficiency in Excel spreadsheets is preferred.

• This employee must display sound judgment.

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