Job Description

Posting number: 03652

Department: Police

Job classification: Sr Police Admin & Resources Mgr

Posting type: Open & Promotional

Categories: Administration, Accounting and Finance, Professional

This is a professional staff position that works and reports directly to the Chief of Police on budget and strategic planning-related matters, and reports to the Deputy Chief of Police for all other matters. This role performs professional and financial work by assisting the Police Department in maintaining and enhancing departmental programs and functions.

The incumbent is responsible for directing and performing necessary oversight of the department's financial and administrative functions, including accounting, operating and capital budget preparation, human resources and payroll administration, purchasing and procurement, asset management, and financial, statistical, and regulatory reporting.

Salary negotiable depending on experience.

Examples of duties

Strategic & Budgetary Administration (Reporting to the Chief of Police)
• Assists the command staff with the annual and semi-annual strategic planning process, projecting out over a rolling 3-year period.
• Oversees the development and implementation of short and long-range departmental financial planning initiatives to ensure that current and future fiscal needs are clearly identified and addressed.
• Manages the preparation of departmental requests for capital improvement project funding for submission to the City.
• Responsible for compiling and overseeing the department's annual operating and five-year capital budget requests.
• Collects and analyzes financial data with a strategic mindset while projecting future budget expenditures for the department.
• Acts as the principal advisor to the Chief of Police and command staff on financial, budgetary, accounting processes, human resources and payroll matters, procurement issues, and implications of management decisions and policies.
• Ensures that financial forecasting and long-term financial planning are achieved, including the development of financial feasibility analyses and ad hoc financial reports and models.
• Participates in obtaining financing for projects through federal and state grants and other financing sources.
• Drafts memos, letters, compensation summaries, and other correspondence on behalf of the department.

Financial & Operational Management (Reporting to the Deputy Chief)
• Serves as the primary administrative authority over the Emergency Communications Center (ECC), holding direct responsibility for managing its separate sub-budget and overseeing its distinct payroll system.
• Provides comprehensive oversight, review, and accounting for the department's MasterCard program and all travel-related expenditures.
• Responsible for submitting purchase orders, handling the department’s accounts payable, and reviewing and authorizing budget expenditures and vendor payments.
• Develops, implements, and maintains comprehensive policies and procedures for department staff to follow, ensuring absolute consistency across all administrative activities.
• Oversees and completes the departmental budget development process, prompts budgetary requests, and prioritizes requests for future acquisition and operational use.
• Completes first and third-quarter appropriation requests, and carryforward requests.
• Supervises expenditures and reconciliation of the department's petty cash fund and all equipment and supply purchases.
• Oversees and completes expenditure transfers.
• Oversees all department revenue reporting and runs periodic revenue reports.
• Oversees the submittal of year-end financial statements and single audit schedules to external auditors.
• Reviews present financial procedures to ensure compliance with established City policies and procedures, and recommends changes or modifications designed to increase the efficiency and effectiveness of accounting operations in the department.
• Oversees the department's fixed asset program.
• Evaluates the need for new technology to meet the need for financial processing, control, and reporting requirements.

Grant, Procurement & Vendor Management
• Manages all departmental grant management functions, leads grant writing, prepares and processes department grant reporting, and completes the annual schedule of federal awards.
• Works with the City's grant accountant to set up projects and run project reporting.
• Oversees and monitors the flow of grant documents from initial application to the final reimbursement request.
• Collaborates with City Procurement and oversees the police department's procurement liaison to ensure that policy and Virginia Public Procurement Act procedures are adhered to.
• Participates in the selection of consultants and contractors for department projects, as appropriate.
• Oversees the department's liaison to outside vendors for management, development, and renewal of contracts, payments, and vendor relationships.

Department-Specific Programs
• Oversees the department's asset forfeiture program to include the input of forfeitures into the federal system, preparation of documentation to proper authorities, completing annual state and federal certification reporting, and preparing appropriation and expenditure requests.
• Oversees the billing process of the City's Crisis Intervention Team Assessment Center, firing range, off-duty, and task force operations.
• Oversees the management of requesting reimbursements for extraditions and pen registries though the Virginia Department of Criminal Justice Services and the Virginia Supreme Court.

Police Personnel, Payroll & Training
• Oversees personnel management workflows, including the preparation and processing of Personnel Action Forms (PAF), Hire Action Forms (HAF), and all other departmental payroll forms in the New World/.Net system, as well as creating position requisitions in Neogov.
• Responsible for training law enforcement officers and professional staff in time-keeping, payroll submission, and other related administrative responsibilities.
• Oversees the department's liaison regarding Workers' Compensation claims and works with Risk Management regarding OSHA documentation and annual reporting.
• Directs training for post-academy sworn staff related to the Line of Duty Act, MasterCard program procedures, and Workers' Compensation workflows.
• Develops budget manuals and guides to assist personnel in the administration of their duties along with cross-training.

Additional Duties & Responsibilities
• Other duties to provide direct or indirect service to the citizens may be assigned.
• When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.
• May be required to work non-standard hours including evenings and weekends depending on departmental needs.

Supervisory Responsibilities
• Plans, assigns, supervises, and inspects the work of subordinate personnel.
• Directly supervises all Police Financial staff, including the Equipment and Supply Coordinator, the Off-Duty Coordinator, and the ECC Financial Professional and Alarm Coordinator.
• Plans, organizes, directs, and evaluates the performance of assigned staff.
• Carries out management responsibilities in accordance with the City's policies and applicable laws, including interviewing, hiring, training, appraising performance, rewarding and disciplining employees, addressing complaints, and resolving problems.
• Manages personnel effectively and promotes a strong, cohesive team environment.

Qualifications

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree in accounting, finance, business administration, or a related field. Alternatively, a combination of education and accounting experience totaling a minimum of 8 years will be considered.
• Management Requirements: Must possess a minimum of three years of demonstrated supervisory and leadership experience, with a proven track record of managing professional administrative or financial staff. Significant municipal budgeting and accounting experience is highly preferred.
• Analytical Skills: Ability to define problems, collect data, establish facts, draw valid conclusions, and interpret an extensive variety of technical instructions. Experience in research and analytical report preparation and presentation.
• Interpersonal Skills: Solid interpersonal skills, including conflict resolution skills, required for working with citizens, vendors, and the public.
• Technical Skills: Needs to have knowledge of internal and external vendor invoicing and reimbursements, advanced Microsoft Office skills, and the ability to plan, organize, and direct the installation of accounting systems and procedures.

Supplemental information