JOB TITLE:  Fiscal Officer

 

Please submit resume and cover letter with salary requirements to humanresource@limaciviccenter.com

 

General Purpose of Job    The Fiscal Officer serves as the key finance and human resources director for the facility and is responsible for all the administration of the Civic Center’s financial transactions, under the governance and management of the VP of Operations, CEO and Board of Trustees. The Fiscal Officer is expected to have a high degree of accuracy and ability to be able to function as the key manager for monitoring the financial position of the VMCCC.  Responsible for all aspects of the fiscal activities of the Department including budget coordination, preparation of financial reports and ongoing monitoring of results. The incumbent also serves as fiscal manager of the Parking Garage Management Contract.  As the main functions of the position are cyclical, effective scheduling and time management is a must.  

 

Essential Duties and Responsibilities: Maximizes return on financial assets by establishing financial policies, procedures, controls, and reporting systems. Other related duties may be assigned.

 

Fiscal Officer Skills and Qualifications: Managing Processes, Financial Software, Developing Standards, Audit, Accounting, Corporate Finance, Tracking Budget Expenses, Financial Skills, Analyzing Information, Developing Budgets, Performance Management

Financial Management and Oversight

 

Office Administrative Supervision /Other Duties

  • Ensure proper records handling and retention of the VMCCC to include records, Trustees, policies and procedures.  

  • Provide and promote good customer service.

 

50%    Fiscal Processing Duties 

  • Process all invoices for payment including operation, maintenance, capital improvement and project related invoices. 

  • Prepare, track and manage all purchase orders and authority to pay sheets.

  • Track and manage all account balances and remit all payments.

  • Prepare pay in documents for remittance to the Treasurer’s Office. 

  • Initiate, coordinate and manage all departmental transfer and advance of funds. 

  • Create all departmental invoices. 

        • Provides status of financial condition by collecting, interpreting, and reporting financial data.

        • Prepares special reports by collecting, analyzing, and summarizing information and trends.

  • Keep up-to-date on County accounting policies and procedures.

  • Identify, develop policy and make recommendation for internal departmental policy and procedural changes. 

        • Assist in annual review of insurance protection, to include insurance levels for client usage and organizational coverage.

        • Responsible for the effective management of the financial accounting system for the facility to include Allen County required records, Program Account records, Special Account records, Foundation accounting functions, and Capital Maintenance and Improvement fund records.

 

20%    Fiscal Administrative Duties

  • Monitor and confirm financial condition by conducting audits; providing information to external auditors.

  • Ensure that accounting practices and controls are in place and effective for all finance records/transactions and in accord with State Auditor requirements and generally accepted accounting principles.

  • Complies with federal, state, and local legal requirements by studying existing and new legislation; anticipating future legislation; enforcing adherence to requirements; filing financial reports; advising management on needed actions.

  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

  • Contributes to team effort by accomplishing related results as needed.

  • Publish all financial reports required by the Board of Trustees

  • Monitor, maintain and manage all debt portion of project files including reconciliation and completion

  • Complete monthly Income Balance and Cash Balance Reports and monthly reports for each division within the department. 

  • Update and monitor the capital needs accounting spreadsheet monthly.

  • Monitor cash and appropriation balances and activity in various department and project funds against budgetary requests.

  • Coordinate, assist and make recommendation with cost/benefit reviews of capital and operational purchasing practices.

  • Prepare, monitor and manage all project related spreadsheets for tracking purposes and keep them updated as project activity progresses.

  • Monitor and manage all surplus and carryover balances, transfers and advances in accordance with departmental goals.  

  • Coordinate and process all Travel Request and Request for Travel Reimbursement documents.

  • Responsible for event settlements with supervision by VP of Operations and CEO, often requiring hours outside of normal business hours

 

15%    Budget Preparation, Administration and Management

  • Coordinate, prepare, maintain, manage and monitor the annual budget to meet departmental fiscal expenditure goals.

  • Keep VP of Operations, CEO, and other management staff appraised of any issues with meeting budgetary goals.

  • Prepare budgets by establishing schedules; collecting, analyzing, and consolidating financial data; recommending plans.

  • Achieve budget objectives by scheduling expenditures; analyzing variances; initiating corrective actions.

  • Prepare budget worksheets for any staff that manages a department with an annual budget. 

  • Coordinate quarterly budgetary meetings with key management staff.

  • Assist with the budget narrative summary for Commissioner submittal.

  • Identify, develop policy and make recommendation for internal departmental policy and procedural changes.

 

10%    Project Duties

  • Initiate, oversee and manage all projects related to fiscal processing operations. 

  • Initiate, oversee and manage all projects related to budget operations.

 

5%    Other duties assigned.

        • Primary back up to administrative staff, VP of Operations, CEO, and Board of Trustees.

        • Support fund development, volunteer relations, and community relations efforts of the VMCCC.

        • Adhere to all VMCCC policies and procedures.

        • Participate on VMCCC’s team for annual report and annual volunteer appreciation dinner.

 

Qualification Requirements:   

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

 

Education and/or Experience:     Three to five years’ experience in Business, public administration, or related fields; Bachelor’s Degree required.  Experience/demonstrated knowledge of governmental or non-profit accounting systems, as well as generally accepted accounting standards, practices and procedures preferred.  Ability to troubleshoot and utilize accounting software to prepare VMCCC financial reports as needed by organization. Must have a computer background with extensive knowledge in Microsoft Office, Excel, Word, Outlook, networking security, as well as budgeting or sales software such as Quickbooks.  

 

Essential Functions

With or without reasonable accommodation, the incumbent must:     

  • complete all work as detailed in the illustrative duties section at acceptable productivity levels

  • demonstrate all skills and abilities as referenced in this job specification at acceptable productivity levels

  • demonstrate reasonable and reliable attendance

  • maintain all required licensures and/or certifications

  • operate all designated equipment at acceptable productivity levels

 

The Veterans Memorial Civic & Convention Center gives a preference in hiring to honorably discharged veterans of the United States Armed Forces.

Access our website to purchase tickets to VMCCC events. We cannot guarantee tickets purchased through third parties.  If you have questions or concerns, please contact our box office at 419-224-1552.

For Lima Symphony Orchestra tickets, please contact the Symphony office at 419-222-5701.

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7 TOWN SQUARE  •  LIMA, OH  45801 USA  •  419-224-1552