Administrative / Budget Specialist

1 week ago

Little Rock, Arkansas, United States Pulaski County Full time


Department: Comptroller

Position Control Number:

FLSA Status: Non-Exempt, position is eligible for overtime

Safety Sensitive Designation: This position is not designated as safety-sensitive.

Random Drug/Alcohol Test: No

Opening Date: June 8,2024

Closing Date: June 23,2024 at 11:59 PM

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management's right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

EEO/AA/F/M/Vet/Disabled

JOB SUMMARY: Responsible for budget proposal preparation, entering approved budget appropriations, and maintenance of annual County budget; provides administrative support to the Comptroller's Office in the preparation of correspondence and reports, analysis of department policy and procedure, and monitoring of departmental budget accounts.

ESSENTIAL JOB FUNCTIONS:
  • Loads budget prep module onto the computer; prints budget worksheets for all departments; distributes to each department.
  • Coordinates the submittal of departmental budget requests; ensures all appropriate documentation is submitted.
  • Reviews budget submittals to ensure clarity and correct line-item assignment and to identify changes in budget requests from previous years.
  • Provides guidance to department heads in justification preparation for increases to budget line items.
  • Sets up new accounts as needed with the computerized budget; establishes appropriate line items.
  • Runs report of payment of housing assistance and jury payment checks; verifies for accuracy; calculates cash requirements; sends to the Treasurer's Office.
  • Reviews departmental functions and processes and makes recommendations for improvements in efficiency and productivity.
  • Prepares checks for distribution of 9-1-1 funds to local municipalities.
  • Inputs approved line-item budget transfer requests and ordinance appropriations into computerized accounting records.
  • Provides guidance and direction to County departments as to County fiscal policies and procedures; monitors their compliance with such.
  • Schedules telephone repair and installation of new telephone lines ensuring timely completion.
SECONDARY DUTIES AND RESPONSIBILITIES:
  • Enters budget requests into budget software.
  • Compiles budget workbook for Quorum Court members for use during budget committee meetings.
  • Attends all budget committee meetings to record any appropriation approved; updates budget figures upon Quorum Court approval of departmental requests.
  • Receives incoming funds to Comptroller's Office; assigns revenue codes and sends to Treasurer's Office for deposit.
  • Runs W-9 tax forms as needed for payment of funds to the County.
  • Prepares and maintains departmental payroll and leave time reports and records.
  • Reconciles monthly departmental Statement of Operations with budget records.
  • Prepares bi-weekly payroll reports for the department.
  • Maintains the inventory of office supplies; completes purchase requisitions to order supplies as needed.
  • Maintains the inventory of computers, printers, etc. for the department.
  • Provides back up to Accounts Payable division by alphabetizing or numerically sorting departmental vouchers for payment of invoices, process and entering into computer payable vouchers and balance to daily journals
  • Maintains logs of Court Orders and Quorum Court Ordinances.
  • Provides backup to Payroll Division with filing, sorting information, and assists with computation of yearly earnings by employees for permanent records.
  • Answers questions from the public regarding County Sales Tax; mail information concerning tax when requested.
  • Prepares information for preparation of Comptroller's budget.
  • Prepares Comptroller's Accounts Payable Vouchers to be submitted for payment.
  • Schedules maintenance and repair of wellness center equipment.
  • Issues key cards to employees for wellness center equipment.
  • Issues long-distance telephone codes for County employees.
  • Completes credit applications as needed to establish credit accounts for County departments.
  • Performs other related duties as required.
PERSONNEL SUPERVISED: None

WORKING CONDITIONS: Work is performed in a smoking-restricted office environment.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:
    • Considerable knowledge of office procedures, practices, equipment, and terminology.
    • Considerable knowledge of detailed filing and record-keeping systems.
    • Considerable knowledge of department policies, procedures, and functions.
    • Good knowledge of basic bookkeeping procedures.
    • Good knowledge of Microsoft Office software.
    • Ability to compose general narrative and numerical correspondence.
    • Ability to preserve confidential information in a reliable manner.
    • Ability to establish and maintain effective working relationships with elected officials, Quorum Court members, other employees, and the general public.
    • Ability to establish and maintain detailed alphabetical, sectional, and numerical filing systems.
    • Ability to conduct research and summarize data.
    • Ability to attend work regularly and reliably.
    • Skill in the use of a computer.
    • Skill in the use of a calculator.
PHYSICAL REQUIREMENTS:
    • Digital dexterity is necessary for keyboard operation.
    • Visual acuity is necessary for use of a computer screen.
    • Ability to communicate effectively orally, both in person and by telephone.
EDUCATION AND EXPERIENCE:

Completion of college-level coursework in Public Administration, Business Management, Budget Management, Accounting, or a related field; considerable work experience in administrative support, public administration, office management, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge and abilities.

Requirements

Employment is contingent upon the successful completion of a criminal background check.

Regular and reliable attendance is an essential function of this position.

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