Facilities Business Manager-Accounting

Job Summary
Performs administrative duties for the department. Primary point of contact for other County Departments to request repairs, housekeeping, etc. by the Facilities Department. Organizes and distributes work requests received with the Facilities Director, Custodial Supervisor, and Mechanic Supervisor. Primary purchasing agent for the department including managing rental and contracted services.

Essential Duties
Plans, organizes and develops the budget with the guidance of the Facilities Director. Facilitates the budget process for the Facilities Department.

Performs month-end accounting procedures. Prepares financial report for Facilities Director. Analyzes, transfers, and balances department detailed financial records to the County’s general ledger.

Receives and processes invoices, ensures goods and services have been received, and oversees department inventory. Assists with budget development and compliance for the department and related capital projects. Prepares and updates the 5-year capital improvement plan.

Closes department financial records at year-end and prepares closing financial reports. Ensures accuracy of financial reporting, account codes, and balance sheet accounts. Prepares department annual financial reports.

Acquires the specialized knowledge of the department in which employed.

Performs bookkeeping, invoicing, and basic accounting functions either manually or on accounting software.

Verifies, tabulates records and balances invoices, checks, vouchers, orders, receipts and other financial material on a routine basis.

Receives and accounts for monies handled, balances and makes daily and/or weekly deposit.

Compiles data independently, and makes various reports in conformance with established regulations and procedures.

Point of contact for communications and inquiries from other county departments that are requesting repairs or housekeeping services.

Process and approve where necessary daily timecards (CHEMs) and ensure records match payroll (KRONOS).

Maintain employee time off calendar.

Assist with research and documentation of projects and repairs of all sizes and types.

Originate, process, track, and record work orders.

Oversees and works with others with purchasing including reoccurring orders, supplies, projects, remodels, equipment replacements, etc. while following purchase order requirements and procedures in coordination with the purchasing department.

Estimates and purchases replacement parts, supplies, equipment, and develops specifications for/and proposals.

Oversees facility room and space scheduling, set ups, and cleaning based upon availability and group usage.

Acquires and schedules outside contractors to service technical equipment while satisfying code regulations and maintains proper service inspections and reports.

Assistance with performance evaluations for employees as required.

Attend meetings as needed to assist Facilities Director and represent the Facilities Department.

Ensures that all work and work orders conform to federal, state, county and departmental standards and policies.

Supports Facility Director with interviews, evaluates, and recommends current employees and prospective applicants.

Manages, operates, and trains staff on the Card Access/Security System. Provides user data, schedules access and monitors activity to ensure security of the buildings and occupants.

Assumes additional responsibilities in the absence of the Facilities Director.

Minimum Qualifications Required
Bachelors Degree in Accounting with 5+ years of project management / accounting experience preferred, or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities.

Licenses and Certifications:

Valid Wisconsin Driver’s License

Knowledge, Skills & Abilities
Knowledge of purchasing procedures .

Knowledge of and ability to utilize a computer and the required software.

Knowledge of principles of budgeting.

Knowledge of billing, collections, and other financial functions.

Knowledge of modern office management, organization, policies, practices and procedures.

Knowledge of bookkeeping and basic accounting practices and procedural methods pertaining to the department in which employed.

Knowledge of basic data processing techniques and procedures.

Knowledge of and ability to utilize a computer and the required software.

Ability to follow and understand fairly complex oral and written instructions.

Knowledge of principles, practices and procedures of project management and administration.

Ability to develop financial analyses and make recommendations based on the analyses.

Ability to work the required hours of the position.

PHYSICAL DEMANDS:

Lifting 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds.

Intermittent standing, walking and sitting; occasional driving.

Using hand(s)/feet for repetitive single grasping, fine manipulation, pushing and pulling and operating controls.

Occasional bending, twisting, squatting, climbing, reaching, and grappling.

Communicating orally in a clear manner.

Distinguishing sounds at various frequencies and volumes.

Distinguishing people or objects at varied distances under a variety of light conditions.

Withstanding temperature changes in the work environment and exposure to potential hazards in the workplace.

Performing duties at a variety of heights, locations, and conditions.

https://www.governmentjobs.com/careers/browncounty

Deadline Note: