Careers

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Works on and is responsible for Detainee/Inmate Financial Account activity, maintains and reviews for accuracy current Suffolk County Sheriff’s Department (SCSD) budget information, prepares external budgetary requests for information, and review and approves expenditure requests.  Performs related work and duties as required for the Financial Services Division.

SUPERVISION RECEIVED

Works under the general direction of the Chief Financial Officer (CFO).

SUPERVISION EXERCISED

Supervises employees assigned to the Financial Services Division.  

DUTIES AND RESPONSIBILITIES:

1. Assists in the preparation of Monthly Budget Reports and all other budget reports (federal, state, city, or other purposes) requested.  Works with staff in the projection of expenditures;
2. Creates, validates and submits BGTS (Intersubsidiary Transfers);
3. Reconciles and prepares monthly, quarterly, and yearly financial reports;
4. Creates, validates, and submits IE (Internal Encumbrances), ITA (Internal Transaction Agreement), EVA (Encumber for an Advance), AR (Advance Refund), RA (Request an Advance, ASUM (Appropriation Budget Summary) and LARQ (Labor Cost Redistribution Requests);
5. Supervises the procurement process for all goods and services;
6. Drafts standard operating procedures pertaining to budgetary, auditing on inmate/detainee issues;
7. Oversees and audits all banking transactions that relate to inmate benefit, canteen, detainee/inmate bank accounts, and Prisoner Aid Fund (PAF) Accounts;
8. Oversees monthly reports regarding Inmate Benefit and Trust Financial Accounts including but not limited to: balance sheet, income statement and inventory;
9. Responsible for reporting and compliance for all grants the Sheriff’s Department is awarded;
10. Periodically audits all purchases, contracts, requisitions and payments to vendors;
11. Assures compliance with ACA, DOC and Departmental administrative policy standards for budgetary and inmate financial issues;
12. Conducts monthly meetings with staff on objectives and tasks;
13. Flexibility and ability to learn and perform new duties and skills as assigned; and
14. Such other duties and assignments as the Sheriff may assign from time to time.

QUALIFICATIONS

1. Five (5) years of full-time professional or administrative experience in budgeting, accounting, office administration, and/or financial reporting preferred; Master’s Degree from a recognized college or university in Business Administration or Public Administration may be substituted for two (2) years of the required experience;
2. Must have strong analytical, organizational and written and oral communication skills;
3. Ability to supervise and manage employees, programs, and various tasks as assigned;
4. Intermediate or advanced computer skills in Microsoft Windows, Word and Excel are required.  Experience with MMARS, Aestiva, Partner Net, SAM, QuickBooks, Warehouse, and MBA Reporting System is preferred;
5. Considerable knowledge of the purposes, functions, policies, and operating needs of the Sheriff’s Department;
6. Considerable knowledge of governmental budgeting procedures, theories, and concepts as they apply to the Sheriff’s Department;
7. Considerable knowledge of general accepted accounting principles as they pertain to the public sector and inmate/detainee financial activity;
8. Considerable knowledge of public procurement laws and practices.  General knowledge of state procurement laws, specifically MGL Chapters 30B, 149 and 30-39M, and the Office of the Sheriff Policy Governing the Procurement of Commodities and/or Services preferred;
9. Ability to interact with public officials, employees and the general public in a pleasant and discreet manner.  Ability to establish and maintain effective working relationships with individuals at all levels throughout the organization, in other agencies, and in private industry.  High levels of customer service, independence, leadership and willingness to write and maintain documentation.  Must perform duties with a high degree of confidentiality;
10. Thorough substantive knowledge of office procedures, practices, management and equipment, including personal computers is required;
11. Ability to demonstrate initiative and to work with co-workers and consultants.  Self-motivator, ability to meet project deadlines, maintain accurate records and work on multiple projects simultaneously is essential;
12. Ability to complete moderate to complex level of qualitative and quantitative analyses.  Strong analytical and problem solving skills are required. Attention to detail is crucial. Need for creativity, flexibility and strong organizational skills; and
13. Ability to recognize administrative problems, recommend and execute solutions to improve efficiency.

ESSENTIAL FUNCTIONS

1. Execution and review of various daily, monthly and annual reports for the division;
2. Oversee and periodically audit transactions, procedures and reports of division staff;
3. Supervise and manage employees;
4. Assure compliance with all applicable internal and external policy standards;
5. Answer telephone and respond to inquiries;
6. Regular, punctual and predictable attendance at assigned workplace;
7. Knowledge of, compliance with, and enforcement of Department and division policies and procedures;
8. Compliance with security procedures;
9. Obeying of moderately complex oral and written orders;
10. Communicating effectively both orally and in writing;
11. Able to independently initiate a project, execute the necessary steps, and complete in a timely and effective manner;
12. Deal calmly and effectively with stressful situations, including emergencies; and
13. Exercise good judgment.

MINIMUM PHYSICAL REQUIREMENTS FOR ESSENTIAL FUNCTIONS

1. Communicate orally with employees and the public;
2. Read and enter information from invoices and spreadsheets;
3. Read and enter information into appropriate electronic database;
4. Climb a small step ladder to reach files;
5. Pull files, review contents, and file paperwork into files;
6. Sit or stand periodically for 8 hours;
7. Lift up to 5 pounds;
8. Carry up to 5 pounds;
9. Climb stairs occasionally;
10. Walk short distances; and
11. Write and type.

ADDITIONAL FUNCTIONS OF POSITION

Participation in mandatory training.