Job Description
Fiscal Officer I
The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Fiscal Officer I position.
An Overview
Under general supervision, the Fiscal Officer I performs analytical and administrative work in support of the Finance unit’s budget development, execution, and grant administration functions. Assists in monitoring expenditures, reconciling accounts, preparing financial reports, and ensuring compliance with applicable regulations and internal controls, to include development of policies and procedures. Exercises independent judgment on routine matters, and refers complex or policy-level decisions to management.
What You Should Bring
Knowledge
- Principles and practices of government budgeting, accounting, and financial management.
- Government operations and the regulatory environment applicable to local government finance.
- Grant management requirements, including Federal Grant requirements under 2 CFR Part 200 (Uniform Guidance).
- Governmental Accounting Standards Board (GASB) standards and their application to municipal financial reporting.
- Accounts payable, accounts receivable, and general ledger reconciliation processes.
- Internal control principles and their application in a public sector financial environment.
Skills and Abilities
- Proficiency in financial management or enterprise resource planning (ERP) systems used in a governmental setting.
- Proficiency in spreadsheet software (Microsoft Excel or equivalent) sufficient to build and maintain financial tracking tools, pivot tables, and data analysis workbooks.
- Ability to analyze financial data, identify variances, and prepare clear, accurate written summaries and reports.
- Ability to review financial transactions for compliance with applicable regulations, policies, and grant terms.
- Ability to manage multiple assignments, prioritize effectively, and meet recurring deadlines including fiscal year-end close and grant reporting cycles.
- Ability to communicate clearly and professionally, both orally and in writing, with internal staff, central agency officials, grantors, and auditors.
- Ability to establish and maintain effective working relationships across organizational levels.
- Ability to work independently on routine and recurring duties while appropriately escalating complex or policy-level issues to the supervisor.
Example of Duties:
Budget Support and Monitoring
- Responsible for executing a multi-million-dollar approved budget for the Finance Unit. Exercises program controls over obligations and expenditures of appropriated funds and the provision of administrative management services.
- Reviews, analyzes, edits, and consolidates budget estimates of the assigned program, ensuring budget material is accurate and consistent, examining the significant impact of policy changes on new or revised program requirements and funding decisions on program accomplishments.
- Supports preparation of annual budget submissions and mid-year budget revisions, including gathering expenditure data, preparing worksheets, and consolidating input from program staff.
- Develops quarterly expenditure projections and monitors actual spending against projections; flags significant variances and prepares written summaries for supervisor review.
- Processes journal vouchers for expenditures and revenue transfer, reviews posted transactions for accuracy and prepares correcting entries to the general ledger as needed.
- Reviews and approves invoices for payment, purchase requisitions, deposit transactions, and payment warrants for goods and services within delegated authority limits.
Grant Administration
- Assists in administering assigned grants by monitoring expenditures against grant budgets, ensuring that funds are expended within allowable periods and consistent with grantor requirements.
- Prepares budget sections for grant applications and compiles supporting financial documentation as directed.
- Reviews grant expenditure requests to verify that costs are reasonable, allowable, and allocable in accordance with applicable grant terms and conditions, and 2 CFR Part 200 if applicable.
- Prepares and submits periodic financial reports to grantors and assists in the preparation of audit documentation.
- Prepares and tracks reimbursement requests; follows up with grantors on outstanding reimbursements and reports status to the supervisor.
Financial Reporting and Reconciliation
- Performs regular reconciliation of expenditure and revenue transactions, including special revenue accounts, general fund accounts, and donation accounts; investigates and resolves discrepancies in a timely manner.
- Prepares internal and external monthly and quarterly financial reports in accordance with Governmental Accounting Standards Board (GASB) standards and City financial reporting requirements.
- Conducts State and City annual year-end closeout procedures for assigned special revenue accounts; coordinates with central finance staff to ensure accurate and timely closeout.
- Assists in the preparation of materials for internal and external audits of assigned programs; serves as a secondary point of contact for auditor inquiries on routine matters.
Administrative and Other Duties
- Reviews and approves timekeeping for immediate staff.
- Monitors staff workflow related to accounts payable, accounts receivable, and financial reporting functions to ensure adherence to proper accounting procedures and internal controls, as directed by the supervisor.
- Participates in the development or revision of local procedures related to fiscal and grant management functions.
- Performs other duties as assigned.
About the Department
The Center of Operations comprises Finance, Information Technology, Facilities, Human Resources and Contracts. Like the larger Department, the Department of Community and Human Services (DCHS) of which we are part, we are ethical stewards of the resources entrusted to us and are accountable for our actions. We communicate consistently, honestly and openly and demonstrate integrity in all aspects of our work.
Minimum: Four-Year College Degree and completion of college-level courses in the principles and theories of accounting, budgeting, procurement, contracting, human resources management, training or related administrative management experience in the subject matter area; one year of experience in progressively-responsible positions involving public administration, including some experience in public financial planning and administration; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.Bachelor's Degree in Accounting, Public or Business Administration, Policy Development and/or related fields; At least two (2) years of experience in governmental budgeting, grant administration, or financial analysis in a municipal or county government setting. Experience working with an enterprise financial management system (e.g., Tyler Munis, Oracle, SAP, or equivalent). Possession of a valid driver’s license.
This position requires the successful completion of pre-employment background checks including but not limited to: Criminal Records Check; VA State Child Abuse/Neglect Registry; Medicare/Medicaid Fraud Database; education/certifications; and driver’s license.
Schedule: Monday through Friday, 8:00AM – 5:00PM