Fiscal Officer

Fiscal Officer – Village of Bellville, Ohio

Job Description:

The Fiscal Officer position is full time with salary range based upon qualifications and experience. The Fiscal Officer of the Village performs all the tasks required of the Clerk-Treasurer of an Ohio statutory Village. The Fiscal Officer will work under the supervision of the Village Administrator and will be responsible for day-to-day operations of the Village finances. The Fiscal Officer will have oversight responsibility as well as the ability to perform all financial functions relating to the governance of the Village of Bellville. These include receiving and depositing funds that are received by the Village; all payroll functions which includes preparing and signing all checks for payments and payrolls; maintaining personnel files; preparing and distributing monthly, quarterly and annual reports as required by law or any reports requested by Council, Village Administrator or the Mayor; providing information to Council on future revenue and expenditures; performing all tasks related to the Clerk of Council, including maintenance of records of proceedings, maintenance of all Ordinances and Resolutions, and notifications of regular or special meetings and attendance at all Council and Committee meetings.

During the six-month probationary period the Fiscal Officer will have regularly scheduled meetings with the Mayor and Village Administrator and each will provide feedback on job performance. Village of Bellville staff must be able to pass random drug testing.

Skills Desired:

1. Associates Degree in accounting, business, finance, or related field or any equivalent combination of education and work experience which indicate possession of the skills, knowledge and abilities to perform the duties of Fiscal Officer;

2. Knowledge of municipal government structure and process;

3. Knowledge of fundamental accounting procedures;

4. Knowledge of budgetary process;

5. Experience in HR and benefits administration;

6. Proficiency with Microsoft applications, Excel, Word, Outlook, PowerPoint and PDF Exchange Editor;

7. Strong interpersonal and communication skills;

8. Ability to lead;

9. Excellent organizational and time management skills;

10. Strong work ethic; ability to work independently and exercise sound judgment;

11. Ability to prepare and present technical reports and financial analyses using Excel data graphing;

12. Familiarity with computerized municipal accounting systems such as Uniform Accounting Network (UAN);

13. Knowledge of Section 733.262 of the Ohio Revised Code;

14. Ability to communicate effectively in both written and oral forms;

15. Excellent customer service skills.

Duties:

1. Receiving and depositing of village funds;

2. Preparing all purchase orders;

3. Preparing and signing of all checks for payment and payroll;

4. Serve as primary point of contact with Regional Income Tax Agency (RITA);

5. Preparing and distributing monthly, quarterly and annual reports;

6. Balancing all financial records and bank statements for Village and providing monthly reports to Council;

7. Performing all tasks related to the Clerk of Council including maintenance of all records;

8. Publishing notifications of regular or special meetings and attendance at all meetings;

9. Maintaining personnel files including records of payroll and all benefits;

10. Maintenance of all Ordinances and Resolutions;

11. Assisting the state auditor at all audits;

12. Preparing and filing all reports to Bureau of Workers' Comp, OPERS, OP&F and any other required;

13. Working with the Mayor, Village Administrator and all department heads in preparation of annual budget and presenting the annual budget to the Council for review;

14. Maintaining purchasing policy;

15. Assisting all committees or other personnel as needed;

16. Submit public notices to local newspaper

17. Prepare and mail zoning variance request letters to residents

18. Other duties as required;

Hours:

Majority of hours worked shall be at Village Hall (142 Park Place) between the hours of 8:00 am and 4:00 pm, Monday through Friday, except for evening meetings of Village Council or its committees which are also required of the employee.

Benefits:

Initial annual salary range $35,000 - $50,000 dependent on skills, experience and qualifications. Includes fulltime healthcare, vacation and OPERS retirement benefits package.

Selection Guidelines:

Resume and letter of interest, rating of education and experience, oral interviews and reference check. Job related testing may also be required.

The position of Fiscal Officer is an “at will” position, and this job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the requirements of the position change.

Application deadline is set for May 13, 2022.

FISCAL OFFICER TASKS

PAYROLL RELATED:

ENTER NEW EMPLOYEES IN UAN SOFTWARE

REPORT NEW HIRES TO OHIO NEW HIRE REPORTING WEBSITE

REPORT NEW HIRES TO OPERS & OP&F WEBSITES

REGISTER NEW HIRES ON HEALTH INSURANCE IF ELIGIBLE

SET UP NEW HIRE PHYSICALS

VERIFY ACCURACY OF SUBMITTED TIME CARDS

CREATE SERVICE DEPT SPREADSHEET TO VERIFY WITH UAN

CALCULATE SICK LEAVE EARNED FOR FULL TIMERS

PROCESS PAYROLL IN UAN SOFTWARE

PRINT/DELIVER PAYSTUBS TO EMPLOYEES

UPLOAD PAYROLL FILE TO BANK AND EMAIL ACH RECIPIENT

CREATE REPORTS FOR PAYROLL TAXES AND WITHHOLDINGS

PAY PAYROLL TAXES AND WITHHOLDINGS BASED ON REPORTS

FILE QUARTERLY 941 FEDERAL TAXES

FILE QUARTERLY UNEMPLOYMENT TAXES

VERIFY LEAVE BALANCES WITH DEPARTMENT HEADS

KEEP FILES FOR ALL EMPLOYEES- PAST AND CURRENT

FILE ANNUAL REPORTING FOR BUREAU OF WORKERS COMPENSATION

TRACK WORKERS COMP CLAIMS

COMPLETE UNEMPLOYMENT FORMS WHEN EMPLOYEES LEAVE

YEAR END FEDERAL STATE, AND LOCAL REPORTING

CREATE W-2'S FOR EMPLOYEES AT YEAR END

CREATE 1099’s AT YEAR END

CALCULATE EMPLOYEE MEDICAL PORTION FROM PAY

ANNUAL SPREADSHEET FOR BOX 14 OF W-2'S (MEDICAL COST)

MAINTAIN POSTED PUBLIC MEETINGS SCHEDULE

MAINTAIN VILLAGE WEBSITE UPDATES

ACCOUNTING:

PROCESS PUBLIC RECORDS REQUESTS ACCORDING TO O.R.C. REQUIREMENTS

PURCHASE REQUISITION TRACKING

VERIFY FUNDS ARE AVAILABLE WHEN REQUISITIONS COME IN

CREATE PURCHASE ORDERS

MONITOR REVENUES

MONITOR APPROPRIATIONS

PAY INVOICES IN UAN AFTER MATCHING UP WITH REQUISITIONS

TRACK UNIFORM ALLOWANCE

SEND ANNUAL CHANGES TO CODIFIED ORDINANCES TO AMERICAN LEGAL PUBLISHING TO BE CODIFIED

REPORT REVENUE AND APPROPRIATION ADJUSTMENTS TO COUNTY AUDITOR

CREATE OR DELETE DRIVERS IN ENGLEFIELD WEBSITE

AUDIT EMPLOYEE LICENSE STATUS OF ALL VILLAGE CDL DRIVERS ANNUALLY

MONTHLY VISA REPORT

MONTHLY FINANCIAL REPORTS

ATTEND FINANCE AND COUNCIL MEETINGS

TAKE MINUTES FOR FINANCE AND COUNCIL MEETINGS

CREATE LEGISLATION FOR ACCOUNTING RELATED ISSUES AND MEET LEVY FILING DEADLINES

KEEP ORDINANCES IN BINDER AND CREATE INDEXES FOR EACH YEAR

YEAR END CLOSING OF THE BOOKS

UPLOAD YEAR END FILES TO AUDITOR OF STATE

ANNUAL HINKLE FILING

CREATE NEW UAN CODES WHEN NEW GRANT PROJECTS COME ABOUT

PREPARE ANNUAL BUDGET AND APPROPRIATIONS FOR COUNCIL BASED ON REPORTS

MONTHLY BANK RECONCILIATIONS

ANNUAL PROPERTY INSURANCE RENEWAL PAPERWORK

PREPARE THE AGENDAS FOR COUNCIL AND FINANCE MEETINGS

CREATE AND DISTRIBUTE PACKETS FOR COUNCIL AND FINANCE MEETINGS

INCOME TAX RELATED:

DOWNLOAD MONTHLY AND SEMI-MONTHLY RITA REPORTS

PROCESS RITA PAYMENTS IN UAN

MONITOR FREQUENT OFFENDERS IN RITA WEBSITE

INFORM RITA WHEN NEW RESIDENTS OR BUSINESSES MOVE INTO TOWN

ATTEND MEETINGS WITH RITA BOARD (SOME ARE WEBINARS)

MAINTAIN HARD COPY TAX FILES- CANNOT BE DESTROYED UNTIL JANUARY 2030

Job Type: Full-time

Pay: $35,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Bellville, OH 44813: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Associate (Preferred)

Experience:

• Accounting: 1 year (Preferred)

Work Location: One location