Business Manager

Compensation: $68,654

General Description/Information

Under direction of the MetroPlan Director, this employee is expected to operate independently in the coordination of day-to-day grants, administrative support, accounting, accounts payable, and revenue operations of MetroPlan, the Flagstaff Metropolitan Planning Organization.

Responsibilities/Duties

ADMINISTRATIVE DUTIES

  • Supervisory:  This position will supervise and direct the work of temporary staff, contractors, and vendors towards completing financial management, procurement and grant reporting responsibilities.
  • Budgetary:  This job will submit budget documents and reports to state, local and federal agencies and will be responsible for ensuring that documents and reports are consistent over fiscal years to various granting agencies.
  • Strategic Planning:  This job does not have strategic planning responsibilities, but carries out day-to-day activities in order to reach the stated goals and objectives.
  • Policies/Procedures: This job carries out day-to-day activities in accordance with established policies and procedures.  This position will evaluate, operate by and modify rules and procedures of a governing Board made up of elected and appointed officials.
  • Compliance: This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as MetroPlan policies and procedures.
  • MetroPlan Board and TAC Communication: This job creates agenda packets and organizes and communicates Board Meetings, TAC meetings and special functions for the Board.  This position also carries out day-to-day activities in accordance with MetroPlans adopted priorities and direction.
  • Reporting: This job has duties related to reporting to Federal/State/Local agencies on grant compliance and funding reconciliation.

EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY)

  • Provides excellent customer service to both internal and external customers.
  • In addition to the below list of area-specific responsibilities, this position completes other duties as assigned.

 

Grant Duties

  • Manages federal grants, some with a degree of significant complexity.
  • Reviews grant proposals and applications prepared  for completeness, accuracy, and timeliness prior to submittal to the MetroPlan Executive Director.
  • Completes pre-award proposal applications to include statistical information, budget information, certifications, narrative, and other related documents.
  • Completes post-award agreements, pertinent attachments, time extensions, budget adjustments, and tracking and timely filing of required reports, and assists with staff summary preparation.
  • Performs post-award compliance monitoring in order to comply with Federal, State, and Local grant terms and conditions/regulations and assurances (office of management and budget circulars, funding agency policies and regulations, program statutes, procurement regulations).
  • Researches eligible grant funding opportunities, maintains knowledge of available grants, and informs MetroPlan partners of available grants.
  • Maintains a comprehensive computer database on grants to include basic submittal and contract information.
  • Verifies that grant related clauses, certifications, and conditions are met.
  • Assists staff, contractors, and consultants with questions regarding grant agreements, grant related paperwork, guidelines, grant procedures, and local, state and federal laws and regulations.
  • Attends grant workshops, conferences, and meetings to ensure coordination and communication between all parties as related to grant compliance and financial management.
  • Provides various reports internally and externally on accounting encumbered, expenditure and balance amounts for various grants.
  • Conducts closeout and evaluation to include final reporting, audit issues, and project conclusion.
  • Provides various spreadsheets to divisions on proposed, current, and terminated grants.
  • Advises staff of new/updated regulations, manuals, circulars, and letters of instructions for grant compliance.
  • Participates in the Single Audit Report by assisting with preparation and review of Schedule of Federal Expenditures, providing files to auditors, and answering questions from external auditors.
  • Assists in preparation of the Disadvantaged Business Enterprise Plan (DBE) and submits required reports. Assists in preparation of the Equal Employment Opportunity Plan (EEOP) and submits required reports. Develops and maintains MetroPlan grant’s website.
  • Performs Journal Entries, as needed.

 

Administrative Duties

  • Creates and maintains various confidential records, files, and databases requiring compilation of varied information.
  • Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.
  • Maintains and is responsible for all filing and purging of materials relating to the department or division.
  • Responsible for proper and timely processing of time sheets, payroll, purchase orders, personnel action forms, budget preparation, labor distribution reports, or any other procedural forms required by other departments or divisions.
  • Answers written and oral inquiries of a  moderately complex nature regarding grants, funding, and inter-governmental administrative processes and procedures
  • May be responsible for monthly production reports, statistical reports, or other regularly scheduled reports.
  • Is responsible for coordinating travel arrangements.
  • Provides secretarial and clerical leadership to the MetroPlan Board and Executive Director to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.
  • Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.
  • Files documents alphabetically, numerically, or by other prescribed methods.
  • Processes a variety of forms and paperwork, using established procedures.
  • Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports.
  • Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports.
  • Monitors and maintains office supplies, business forms, and/or application forms.
  • Responsible for Open Meeting Law compliance such as quorum requirements, posting agendas/notices, taking minutes and recording public meetings.
  • Assists with Title VI (Civil Rights/Non-discrimination and Disadvantaged Business Enterprise compliance.
  • Maintains MetroPlan website (www.flagstaffmpo.org)
  • Responsible for annual event coordination such as retreat, Board dinner and summit.

 

Accounting Duties

  • Reviews, audits, and reconciles general ledger accounts.
  • Assists, researches, and reconciles bank transactions with minimal supervision and has ability to substantially complete monthly bank reconciliations.
  • Prepares various schedules and tables for the MetroPlan’s financial reports and budget documents.
  • Maintains monthly journal log, post system generated journal entries and maintain cross reference tables for financial systems.

 

Accounts Payable

  • Reviews all documentation submitted for payment so that payments are issued in an accurate and timely manner.
  • Checks accounts payable batches for proper miscellaneous codes.
  • Tracks leases and agreements to ensure that payments are being billed out or that payments are made and that the files are updated.
  • Submits travel reimbursement requests.
  • Processes and pays all purchases orders that are set up on a monthly basis.
  • Oversees review of procurement card transactions.
  • Maintains and updates the accounts payable procedures manual.
  • Resolves computer problems regarding processing A/P checks and other A/P functions.
  • Assists with end of fiscal year accounts payable processing and related accounts payable rollovers.

 

Revenue

  • Completes multiple reconciliations with minimal supervision.
  • Processes and submits for review monthly reports and journal entries, such as revenue and billing reports, and projections.
  • Assists, researches, and reconciles bank transactions in conjunction with minimal supervision.
  • Prepare write-off reports for Board consideration.
  • Track key budget items for MetroPlan.


 

Qualifications/Requirements

  • Bachelor’s Degree in Accounting, Public Administration, Business Management, or related field.
  • Three years of hands-on, in-depth grant experience.
  • One year of experience in governmental accounting or record keeping utilizing computerized accounting systems including, but not limited to Harris Innoprise Products.
  • One year of computer experience to include Word, Excel, Adobe Acrobat, and the Internet.
  • Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

 

 OTHER REQUIREMENTS

  • Must possess, or obtain upon employment, a valid Arizona driver’s license.
  • Regular attendance is an essential function of this job to ensure continuity.

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