PLEASANT VALLEY JOINT FIRE DISTRICT
Position Description
Fiscal Officer / Finance and Administration Manager
Position Title
Fiscal Officer / Finance and Administration Manager
Department
Administration
Employment Status
Full-Time, Appointed Administrative Position
FLSA Status
Exempt, subject to final legal and administrative review
Appointed By
Pleasant Valley Joint Fire District Board of Trustees
Reports To
Board of Trustees; day-to-day coordination with the Fire Chief
Date
Draft for Board Review
Position Summary
The Fiscal Officer / Finance and Administration Manager serves as the District's lead fiscal and administrative employee. The position is responsible for financial management, payroll, budgeting, purchasing support, benefits coordination, records management, board support, and related office administration.
The position supports the Board of Trustees in carrying out its fiscal oversight and statutory responsibilities while also assisting the Fire Chief with the day-to-day administrative needs of the District.
Essential Functions
Fiscal Management and Compliance
- Maintain the District accounting system, fund records, ledgers, appropriations, encumbrances, receipts, disbursements, purchase orders, deposits, and bank reconciliations.
- Prepare monthly financial reports for the Board and Fire Chief, including fund balances, revenue and expenditure reports, budget-to-actual reports, and cash reconciliation information.
- Assist with annual budget preparation, appropriation amendments, amended certificates, tax budget materials, levy support information, financial forecasting, and capital planning.
- Prepare or support fiscal certifications confirming the availability of funds before contracts, purchase orders, or other financial obligations are incurred.
- Coordinate annual financial reporting, audit preparation, Auditor of State requests, and other required fiscal filings or compliance documentation.
Payroll, Pension, and Benefits Administration
- Process payroll for full-time, part-time, administrative, command, and other compensated personnel.
- Maintain payroll records, time records, leave balances, overtime, holiday and special pays, deductions, reimbursements, and compensation history.
- Process payroll taxes, W-2s, 1099s, retirement reporting, OPERS/OP&F documentation, garnishments, and related payroll filings.
- Coordinate employee health, dental, vision, life, disability, HSA/FSA, EAP, COBRA, open enrollment, benefit changes, invoices, and payroll deductions.
- Maintain benefit, leave, and payroll documentation in accordance with District policy, applicable law, and records retention requirements.
Human Resources and Workers Compensation Support
- Maintain confidential personnel, payroll, benefit, medical, leave, workers compensation, and related employment records.
- Support recruitment, onboarding, offboarding, personnel action forms, compensation changes, evaluations, policy acknowledgments, and employee recordkeeping.
- Coordinate workers compensation claims, injury reporting, return-to-work documentation, modified-duty records, premium documentation, claim review materials, and related correspondence.
- Assist with collective bargaining agreement administration by maintaining wage schedules, seniority lists, leave records, and other employment-related documentation.
- Maintain appropriate confidentiality and separation of personnel, medical, disciplinary, legal, and bargaining-related records.
Purchasing, Contracts, Grants, and Assets
- Administer purchasing workflows, purchase orders, invoices, vendor files, W-9 documentation, quotes, contracts, reimbursements, credit card support records, and accounts payable documentation.
- Maintain procurement records, cooperative purchasing files, bid/RFP support documents, fixed asset records, grant records, reimbursement files, and disposal documentation.
- Assist the Fire Chief with capital project files, grant applications, reimbursement requests, contract records, equipment purchases, vehicle purchases, and debt or lease-purchase documentation.
- Maintain insurance certificates, risk management records, and supporting documentation for vendors, contracts, grants, and major assets.
Board Support, Records, and Office Administration
- Attend Board meetings as directed and prepare or support agendas, minutes, resolutions, notices, meeting packets, financial reports, and official records.
- Perform clerk-of-the-board duties when assigned, including meeting documentation, official records, certifications, and records needed to support Board action.
- Coordinate public records requests, records retention, administrative forms, website postings, correspondence, meeting logistics, office supplies, and general office administration.
- Serve as an administrative contact for employees, vendors, governmental partners, auditors, insurance representatives, and members of the public.
- Perform other fiscal, records, payroll, HR support, and administrative duties reasonably related to the position or assigned by the Board or Fire Chief.
Authority and Limitations
- Exercises fiscal and administrative authority only as authorized by law, Board action, approved appropriations, District policy, and delegated administrative authority.
- Does not independently create employment contracts, authorize unbudgeted expenditures, or bind the District beyond delegated authority.
- Uses independent judgment in recurring fiscal and administrative matters while escalating policy-level, legal, unusual, or high-risk matters to the Fire Chief, Board, or legal counsel as appropriate.
Knowledge, Skills, and Abilities
- Knowledge of public-sector accounting, fund accounting, budgeting, appropriations, encumbrances, payroll, accounts payable, accounts receivable, purchasing documentation, records retention, and audit preparation.
- Working knowledge of, or ability to quickly learn, Ohio fire district fiscal requirements, Auditor of State reporting, public records, open meetings, fiscal certification, and local government purchasing requirements.
- Ability to use UAN or another Board-approved accounting and payroll system, Microsoft Office, Excel, and electronic records systems.
- Ability to prepare accurate financial reports, budget documents, payroll records, meeting minutes, resolutions, correspondence, and official records.
- Ability to maintain strict confidentiality and exercise sound judgment in financial, personnel, payroll, medical, legal, disciplinary, and bargaining-related matters.
- Strong organization, attention to detail, customer service, written communication, verbal communication, problem-solving, and deadline management skills.
Minimum Qualifications
- Associate degree from an accredited college or university in accounting, finance, business administration, public administration, human resources, or a closely related field.
- At least five years of progressively responsible experience in accounting, payroll, finance, office administration, human resources, public administration, or local government administration.
- Demonstrated experience with payroll, accounts payable, budgeting, financial reporting, purchasing documentation, and records management.
- Proficiency with Microsoft Office, including Excel, and ability to use accounting, payroll, document management, and electronic records systems.
- Ability to become proficient in UAN or the District's Board-approved accounting/payroll system within a reasonable period after appointment.
- Ability to be bonded in an amount approved by the Board and to maintain bondability throughout employment.
- Ability to pass required background checks and meet all District employment requirements.
- Valid Ohio driver's license and insurability under the District's insurance program.
Preferred Qualifications
- Bachelor's degree in accounting, finance, business administration, public administration, human resources, or a related field.
- Prior experience as an Ohio township fiscal officer, deputy fiscal officer, municipal fiscal officer, finance director, clerk-treasurer, fire district fiscal officer, office administrator, or similar public-sector role.
- Experience with UAN accounting and payroll modules.
- Experience with Ohio Auditor of State audits, annual financial reporting, appropriations, amended certificates, fiscal certifications, public records, records retention, and public-sector purchasing.
- Experience with fire/EMS payroll, 24-hour shift schedules, overtime, FLSA cycles, collective bargaining agreements, OPERS/OP&F reporting, employee benefits, BWC claims, and public safety administration.
Working Conditions
- Work is performed primarily in an office environment using standard office equipment and computer systems.
- The position may require occasional attendance at evening Board meetings, special meetings, trainings, and off-site meetings.
- The employee must be able to sit, stand, walk, communicate effectively, use a computer and office equipment, and lift or move typical office materials.
- The position requires regular handling of confidential fiscal, personnel, payroll, medical, legal, and administrative information.
Pay: $75,000.00 - $85,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
