Activity Project Manager- Working Title Finance Manager

Major Functions

The Activity Project Manager/Finance Manager performs highly responsible work providing financial oversight of the Transit Services’ general revenues, state grants, federal grants and associated financial transactions, grant reporting and compliance.

Note: Incumbent assigned to this classification are at-will and serve at the discretion of the county manager.

Illustrative Duties

(NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)

Manage and coordinate Votran's annual grant audits as part of the County's single audit of federal and state grants. Manage all audits from the Federal Transit Administration (FTA), Florida Department of Transportation (FDOT), and Commission for Transportation Disadvantaged (CTD), which occur at a minimum every three years. Coordinate any internal audits from the County's internal auditor. Obtain and provide documents and responses during these audits as required. Research issues and questions asked by the auditors during the audits. Coordinate and participate in entrance and exit interviews from these auditors. Coordinate the preparation of necessary correction action plan responses. Oversee the implementation of the correction action plan to ensure any audit findings are addressed in a timely manner.

Prepare the annual Transportation Disadvantaged rate model.

Prepare the annual National Transit Database financials.

Annually reconcile grants due from other governments, other accounts receivable, and prepaid expense balances to prepare the necessary year end closing and adjusting entries to properly state the results of operations on an accrual basis.

Analyze, reconcile and prepare all information necessary to prepare the annual schedule of Expenditures of Federal Awards and State Financial Assistance for all Votran grants. Simultaneously reconcile Votran grants revenue and review account activity and reconcile transactions with Federal and State reporting requirements during this process.

Make recommendations for new budget object codes and unit to properly record and track grant expenditures, including having knowledge of the County's general ledger accounting structure.

Continuously review general ledger and trial balance account activity and reconcile transactions with County's accounting policies as well as Federal and State reporting requirements. Prepare adjusting entries to reclassify expenditures determined to be incorrectly posted during these reviews.

Prepare Votran's annual budget submission including budgeting for five separate operating units within Votran and approximately 20-30 capital grant units within the Votran fund.

Forecasting of contracted services for all contracted personnel.

Forecasting of grant revenues for approximately 20-30 grants for all years of the 5-year forecast. Input all required inputs in the County's budgeting system for all the separate units and object codes.

Reconcile Votran's capital budget annually after the close of the year to roll forward of all capital budgets and capital grant revenues to the next fiscal year, as appropriate.

Review and prepare grant acceptance agenda item to the County Council, including preparation of any required budget resolutions and transfers for acceptance of grants.

Continuously monitor budget and actual expenditures to provide information to management. Prepare any adjustments necessary determined during this review. Make recommendations for changes to address budget shortfalls that can be anticipated from these reviews.

Coordinate status updates for management on all capital grants to ensure timely completion of grant funded capital projects.

Supervise and support grant management by assigned staff; review grant applications for compliance and to maximize county funding opportunities; and, collaborate with management to develop strategies for securing the highest possible grant revenues before submitting major operating grant applications.

Monitor revenues and expenditures for consistency with budget and County/division goals and objectives.

Ensure that agency funds are reconciled and balanced within the division.

Must adhere to Federal, State, County, and Local ordinances.

May be assigned to other county locations based upon operational needs.

Responds to emergency situations.

Performs other duties as assigned

Minimum Requirements

Graduation from high school or possession of GED and nine (9) years of progressively responsible experience in finance or business administration.

OR

Bachelor’s degree in Accounting, Finance or Business Administration, or related field and five (5) years of progressively responsible experience.

A comparable amount of education, training, or experience may be substituted for the minimum requirements.

Must possess a valid driver's license at time of appointment.

Must obtain a valid Florida driver's license within 30 days of appointment and maintain thereafter.

Knowledge, Skills & Abilities

Knowledge of Federal and State Grant preparation, reporting and billing.

Knowledge of the principles and practices of public administration.

Knowledge of research techniques and availability of current information.

Ability to exercise judgment and discretion in establishing, applying, and interpreting policies and procedures.

Ability to serve the public and answer questions relating to the operation of the unit.

Ability to establish and maintain effective working relationships with associates, subordinates, public officials, other governmental agencies, and the general public.

Ability to supervise subordinate staff and assign work.

Ability to express ideas clearly and concisely, orally and in writing, to groups and to individuals.

Ability to prepare and analyze budgetary tools and documents.

Ability to work under stressful conditions.

Ability to interact effectively with others.

Must be able to relocate to other county locations based upon operational needs.

ADA REQUIREMENTS:

Physical Demands: Ability to perform essential duties and responsibilities and meet the minimum qualifications. Ability to speak and hear. Visual acuity (depth perception and peripheral vision) necessary to operate a motorized vehicle. Finger dexterity. Ability to bend, stop, and reach. Ability to push, pull and/or carry 15 pounds.

Environmental Demands: Primarily inside work.

Mental Demands: Ability to read and comprehend professional manuals, legal documents, ordinances, statutes; instructions, reports, abstracts, financial reports, letters, and summaries. Ability to write reports, evaluations, summaries, letters, financial reports, procedures, and policies. Ability to perform advanced mathematical functions. Ability to speak publicly and extemporaneously, conversant in policies, techniques and procedures of discipline. Ability to analyze data and develop conclusions. Ability to identify and resolve problems

We offer a competitive and comprehensive benefits package that includes:

HEALTH INSURANCE

Medical

Dental

Vision

Flexible Spending Account

RETIREMENT

Florida Retirement System (FRS)

Deferred Retirement Option Program (DROP)

Deferred Compensation (475 Plan)

SUPPLEMENTAL INSURANCE

Life Insurance

Short Term Disability Insurance

Long Term Disability Insurance

Cancer Insurance

Critical Illness Insurance

PAID TIME OFF

Personal Leave

Holidays

Bereavement

Military

HOLIDAYS

The County of Volusia observes the following holidays annually:

New Year's Day

Martin Luther King Day

Good Friday

Memorial Day

Independence Day

Labor Day

Veterans Day

Thanksgiving (and day after)

Christmas

ADDITIONAL BENEFITS

Tuition Reimbursement

Onsite Wellness/Fitness Center

Computer Purchase Program

Direct Deposit Payroll

Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.