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Fiscal Administrator

Company: City of Chesapeake Human Resources
Location: Chesapeake
Posted on: June 25, 2022

Job Description:

The primary purpose of the Fiscal Administrator is to ensure the smooth operation of all financial-related activities (reporting, accounting, grants, procurement, and reimbursement/client and payer accounts receivable) within Chesapeake Integrated Behavioral Healthcare (CIBH) so that adequate funding is available to provide continued service to the citizens of Chesapeake in the areas of mental health, developmental disability, and substance use disorder. The primary responsibility is to ensure that resources (revenues and expenses) are managed in such a way to ensure that service delivery can continue. Revenue sources (federal, state, local and fees from insurance companies, related agencies and clients) are maximized and expenditures are made in a way that best benefits the clients of CIBH and the Citizens of Chesapeake. Typical Tasks include:

  • Prepare Financial Reports. Monitor revenue, expenses, and accounts receivable. Prepare detailed analysis reports.
  • Prepare Budgets. Project revenues and expenditures for CIBH programs annually. CIBH also prepares two or three in-house revisions reflecting changing state, federal, and fee revenues.
  • Prepare State Performance Contract and DMAS Cost Report. This provides the State Department of Behavioral Health and Developmental Services with a projection of how State, Federal, Client Fees, and City funds will be expended. An original and at least one revision are required annually.
  • Monitor Reimbursement System. This is done in coordination with the Reimbursement Supervisor.
  • Grant Administration involves ensuring that federal grant funds are properly presented to City Council for acceptance, coordinating with Finance to set up accounts, complete monthly reports.
  • Prepare CIBH Board of Director and City Council Action Items. This includes new funding notifications.
  • Prepare Monthly, Quarterly, or Semi-Annual Reports for the State Departments, City Departments, and CIBH which include cost accounting and performance reports.
  • Approve Expenditures (invoices), Requisitions, Journal Entries, Budget Transfers, Travel Vouchers, and Staff KRONOS time cards. Ensure financial records are properly recorded and expenditures are within City guidelines.
  • Establish and Update Policies and Procedures. Individual policy & procedure manuals are maintained for Fiscal (including coordination for inclusion of Human Resources) and Reimbursement. P&P must ensure that CIBH maintains an effective internal control system.
  • Coordinate all External and Internal Audits, Prepare Audit Work Papers for CIBH. Ensure that auditors have all requested information in the appropriate format and that appropriate follow-up and corrective actions are taken if needed.
  • Supervise the areas of Fiscal (Accounting) and Reimbursement. Supervise staff including performance evaluations, approve time cards, and prepare discipline actions as needed. Act as department designee back-up to the Administrative Services Director.
  • Prepare Annual Malpractice Insurance Application and Insurance Point of Contact.
  • Provides Training for CIBH Program staff and the Board of Directors on financial topics. VOCATIONAL/EDUCATIONAL REQUIREMENT:
    Requires any combination of education and experience equivalent to a bachelor's degree in accounting or a closely related field. Depending on departmental requirements, a bachelor's degree may be required. EXPERIENCE REQUIREMENT:
    In addition to satisfying the vocational/education standard, this class requires a minimum of four years of related, full-time equivalent experience. SPECIAL CERTIFICATIONS AND LICENSES:
    Depending on departmental operational requirements, may require a valid driver's license and driving record in compliance with City Driving Standards. SPECIAL REQUIREMENTS:
    Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.


Keywords: City of Chesapeake Human Resources, Chesapeake , Fiscal Administrator, Accounting, Auditing , Chesapeake, Virginia

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