PAY RANGE: N27
(Behavioral Health and Intellectual Disability Services)
(Health)
This is administrative fiscal work directing and overseeing the planning and implementation of the financial management systems and operations. The employee in the Behavioral Health and Intellectual Disability Services for the Office of Behavioral Health and Intellectual Disability Services directs all fiscal activities for the department through subordinate managers and supervisors. The employee in the Health specialty directs all fiscal activities for the Health Department through subordinate managers and supervisors. An employee in this class oversees all budget, grants, contracts and accounting aspects of the department’s programs, including a comprehensive budget program and consulting with departmental administrators and agency directors on matters concerning program funding and policy and developing or modifying budgetary and accounting procedures through subordinate supervisors. The employee in the Behavioral Health and Intellectual Disability Services Specialty also has responsibility for financial analysis and planning of the various funding streams of the General Fund, Grants Revenue Fund and HealthChoices Enterprise Fund including four separate accounts and managing fund balances and authorizing transfers. The employee in the Health Specialty also has responsibility for financial analysis and planning of the various funding streams of the General Fund, Grants Revenue Fund, and Acute Care Hospital Assessment Fund including budget preparation and account management. In addition, the employee in the Health Specialty may be responsible for oversight and management of the department’s Capital Budget.
Work includes monitoring agency compliance with appropriate federal, state, and local funding regulations and guidelines, planning and implementing fiscal system reviews of contracted agencies, and overseeing the development and modification of accounting and budget systems to conform to the requirements of multiple funding sources. Directing the implementation of fiscal objectives and directives, and meeting with departmental, governmental, legislative, and agency administrative officials for the purpose of reporting or resolving fiscal matters are significant aspects of the work. Work is performed under the supervision of a Deputy Commissioner.
ALLOCATING FACTORS: (The conditions below must be met for a position to be allocated to this class.)
1. The employees in this class must direct budgeting, accounting and fiscal monitoring work through subordinate managers and supervisors.
2. This position must perform financial planning and analysis work for the Office of Behavioral Health and Intellectual Disability Services or for the Health Department.
3. Only two positions shall be allocated to this class; one in the Office of Behavioral Health and Intellectual Disability Services, and one in the Health department.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
ALL SPECIALTIES
Directs, through subordinate managers and supervisors, the financial activities and planning for the department; ensures the compliance of expenditures and fund balances with appropriate regulations and guidelines; performs financial planning and analysis and implements fiscally sound systems and practices; directs, through a subordinate supervisor, the development of yearly allocations to contracted providers; oversees the review of historical data, the development of revenue projections, and the preparation of expenditure data to assure consistency in the allocation of funds; reviews and analyzes financial data prepared by subordinates in order to determine the status of grant operations; prepares fiscal reports showing the financial status of operations for review by departmental administrators and for submission to grantors and state agencies; directs staff in the preparation of annual income and expense reports to various state agencies; oversees the preparation of funding requests and close out packages for grant reimbursement; documents expenditures to obtain reimbursements from grant agencies.
Informs departmental administrators of budget approval and reporting requirements; prepares and administers a comprehensive budget program including annual, quarterly and target budget for the department, and may include capital budget; advises program administrators of the appropriateness of budget requests; makes presentations to and confers with departmental managers on budgeting for new programs and development of new fiscal policies and accounting procedures; meets with community advisory boards and other external agencies regarding fiscal matters and their application to program services; may represent the Deputy Commissioner in his/her absence.
Analyzes current fiscal policies and procedures; makes recommendations for and implements new fiscal policies to be followed within overall federal, state and City guidelines; advises program administrators of the interpretation and application of pertinent regulations and guidelines concerning fiscal issues; directs the preparation of revenue projections and advises departmental officials of anticipated revenue available to meet budgeted program costs; maintains fund balances for various funding streams; authorizes transfers between funds as needed; provides assistance in developing policy to reduce budgets and distribute available funding in accordance with program priorities.
Develops and implements standards and procedures to be followed in fiscal system reporting and audits; reviews discrepancies uncovered during audits of financial systems and records of provider agencies; advises the department or contracted agency of the necessary actions to be taken in order to be in compliance with appropriate regulations and guidelines governing the program; advises program officials of compliance problems; responds to dictates of federal, state and local audits.
Oversees the design, development and modification of the divisions' computerized accounting system and applications; ensures, through subordinate supervisors, that the system meets the requirements of the department and funding sources; coordinates, through a subordinate supervisor, the development and maintenance of a payment and encumbrance system which monitors all advances to contracted providers and disburses monthly fees for service; directs the processing of requisitions and payments to contractors, vendors and consultants; maintains the department’s cost allocation plan.
Meets with and makes presentations to City, State and Federal officials to discuss and resolve problems regarding funding and general fiscal policies; participates with the programs' administrators for the purpose of developing new or expanded program requests or to resolve outstanding budget issues; periodically meets with advisory board members and outside agencies to disseminate the status of program operations.
Directs the preparation of periodic and special reports pertaining to program, expenditures, reimbursement claims and other program aspects; directs the maintenance of accounting and related fiscal records; oversees the preparation of instruction manuals for invoicing, budgeting, and fiscal reporting by provider agencies.
Plans, assigns, and directs the financial activities of the department through subordinate managers; performs financial planning and analysis and economic analysis for forecasting; plans, assigns and directs the activities of subordinate supervisors and their staff performing contract management and budget activities. Reviews staff structure and assignments; conducts organizational analysis of division; defines goals and objectives for the finance division; ensures staff maintain current and receive training as needed in federal, state, and local statutes and regulations applicable to contracts, accounting, and financial reporting requirements.
Performs related work as required.
BEHAVIORAL HEALTH AND INTELLECTUAL DISABILITY SERVICES SPECIALTY
Manages Health Choices Enterprise Fund including the audit and maintenance of contractual account balances through intrafund transfers; monitors Enterprise Fund expenses, including but not limited to Reinvestment activities; provides backup to the Deputy Commissioner to ensure all financial reporting requirements are met and properly documented for all funding sources; prepares cash-flow analyses to ensure resources are available to meet program obligations.
Directs, through subordinate professional fiscal supervisors, the activities of lower level budget and fiscal personnel engaged in developing and monitoring contracted provider program budgets, performing fiscal system reviews, developing and processing agency contracts, and monitoring compliance with regulations for agencies and programs providing mental health or intellectual disability services; provides leadership for the Operations/Fiscal unit and directs the coordination and integration of programmatic and budgetary analysis for contracted agency programs.
HEALTH SPECIALTY
Directs, through subordinate managers, the planning and assignment of budget and grant financial and operational activities; revenue analysis, planning, and operational activities; assures financial planning and analysis for forecasting and strategic plans; provides leadership for fiscal units under supervision and identifies and addresses needs and areas of opportunity for the division to assure optimal compliance and performance.
Advises senior leadership on appropriateness of budget and makes recommendations on fiscal policies and accounting procedures to meet new or emergent needs; manages Acute Care Hospital Assessment Fund, including revenue and expenditures associated with state compliance; may manage department’s Capital Fund, including planning and monitoring of budget.
Directs and reviews applications for federal, state, or local grants; provides
information to departmental administrators on funding sources; reviews conditions and terms of grant agreements; arranges reimbursement schedules; monitors expenditures during projects; participates in grantor site visits as appropriate to assure implementation of fiscal policies, procedures and practices; leads resulting planning and implementation sessions for continuous quality improvement efforts.
KNOWLEDGE OF:
ALL SPECIALTIES
· administrative principles and practices as they relate to governmental organizations
· program planning, management and evaluation
· supervisory principles and practices
· the principles and techniques of developing and maintaining a cost allocation plan and performance statistics
· the principles and practices of budget formulation, evaluation and administration
· the principles and practices of financial planning and analysis
· the development, revision and administration of a comprehensive financial program
· generally accepted accounting standards and/or special fund accounting standards
· federal and state grant management procedures and related laws and regulations
· accounting principles, practices, and procedures
BEHAVIORAL HEALTH AND INTELLECTUAL DISABILITY SERVICES SPECIALTY
· the regulations and guidelines affecting fiscal activity in both a mental health, intellectual disability services or addiction services program as imposed by government regulatory agencies and third-party revenue sources
· the application of economic, financial and statistical analysis related to the Enterprise Fund and varying funding sources
HEALTH SPECIALTY
· the regulations and guidelines affecting fiscal activity in public health, health care, and/or social service programs as imposed by government regulatory agencies and third-party revenue sources
· the application of economic, financial and statistical analysis related to varying funding sources for public health, health care, and/or social service programs
SKILL IN:
ALL SPECIALTIES
· directing a comprehensive financial program through subordinate managers or supervisors including contract management, budget, accounting, compliance and financial planning and analysis
· strategic financial planning and managing stakeholder relationships
ABILITY TO:
ALL SPECIALTIES
· direct and coordinate budget development and administration and other fiscal and accounting activities necessary to carry out the various facets of a fiscal monitoring program and comprehensive budget program
· exercise sound judgment in administering, reviewing and critically evaluating fiscal operations and in making recommendations relating to fund management and expenditures
· supervise the work of a group of employees engaged in developing and maintaining budgetary and related reports or transactions
· identify and evaluate significant trends in revenue and to make budgetary recommendations based on such trends
· present ideas effectively, both orally and in writing
· establish and maintain effective working relationships with government officials, departmental administrators, agency officials, associates, and subordinates
EDUCATION:
ALL SPECIALTIES
Completion of a bachelor's degree program at an accredited college or university in accounting, finance, public administration or business administration.
PREFERRED QUALIFICATIONS
GENERAL EXPERIENCE:
ALL SPECIALTIES
Four years of technical accounting, budgetary or fiscal experience which has involved analysis of budget requirements and expenditures and the preparation of budget requests.
AND
SPECIFIC EXPERIENCE:
BEHAVIORAL HEALTH AND INTELLECTUAL DISABILITY SERVICES SPECIALTY
Three years of administrative experience directing, through subordinate supervisors, a comprehensive budget program and managing grants and various fund balances for a major behavioral health services agency.
HEALTH SPECIALTY
Three years of managerial experience directing, through subordinate supervisors, a budget program including grants, accounting, and various funding streams for a public health, health care, and/or social services organization.
OR
Any equivalent combination of education and experience, which has included a bachelor's degree program as an educational minimum and the specific experience as described above.
TYPICAL FEEDER CLASSES:
Fiscal Officer (2A33)
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established 5/81
Spec. Revision:
CSC - 1/01
Ad. Board – 4/01
Spec. Revision:
CSC – 8/16
Ad. Board – 10/16
Spec. Revision:
CSC – 3/17
Ad. Board – 4/17
Latest Spec. Revision:
CSC – 7/20
Ad. Board – 9/20