Job Description
About the Organization:
The Division of Occupational Licensure (DOL), an agency within the Office of Consumer Affairs and Business Regulation (OCABR), protects consumers by making sure the professionals they hire comply with state licensing laws. DOL oversees 26 boards of registration, which license and regulate more than 500,000 individuals and businesses to practice over 100 trades and professions. DOL also licenses and regulates the Office of Public Safety and Inspections (OPSI), and the Office of Private Occupational School Education (OS).
The mission of DOL is to protect the public health, safety and welfare by licensing qualified individuals and businesses to provide services to consumers. In addition, it is the duty of the DOL to ensure fair and consistent enforcement of the licensing laws and regulations. DOL seeks to promote consumer protection, a fair and competitive marketplace, and education and outreach.
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The Division of Occupational Licensure is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division of Occupational Licensure values inclusiveness and diversity within their employee and management teams. Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
The Division of Occupational Licensure is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.
About the Role:
The Manager of Accounting oversees the revenue side of accounting for the DOL. The Manager is responsible for the oversite of the collection, depositing, and reconciliation of all revenue collected by the Division and each of the 26 boards. The Division collects between 40 and 48 million dollars annually. The Accounting Unit supervises the electronic system of collection and transfer of funds through online and lock box service and receives deposits and reconciles over-the-counter transactions.
The Manager of Accounting prepares and reports financial information for the Division through financial projections and actual revenue collections. The Manager of Accounting works closely with Board staff, Deputy Commissioner for Boards and Operations and Deputy Commissioner for Public Safety Inspections to develop, enhance, and standardize the financial procedures of each board to ensure consistency with overall Division policies.
The Manager of Accounting supervises a staff of 4 Accountants as well as 2 Program Coordinators, who reconcile revenue associated with license applications and renewals for the DOL.
Duties and Responsibilities: (these duties are a general summary and not all inclusive)
- Prepare reports for projecting revenue: Track actual revenue vs. estimates and report information to budget staff within the Office of Consumer Affairs and Business Regulation, the Deputy Commissioner for Boards and Operations, Deputy Commissioner for Public Safety Inspections, and the Chief Operating Officer. The Manager of Accounting must review these projections at the end of each month and fiscal year. The Manager of Accounting must be comfortable manipulating data using formulas in Microsoft Excel.
- Verify all month-end documents and amounts: Review Cash Receipts in the statewide accounting system ("MMARS") and verify that all accounts in MMARS match the cashbooks for all revenue by board, lockbox, over-the-counter deposits, online payments and various Trusts.
- Formulate policies and procedures for efficient processing of revenue: Standardize cash collection procedures and ensure that Division is in compliance with cash collection procedures. Train and assist Board staff in the proper depositing and recording of revenue for over-the-counter transactions.
- Oversee the electronic system of collection and transfer of funds through the lockbox service: Implement DOL and unit policies to ensure that deposits are transmitted timely and accurately and daily accounting reports contain the required cash tracking and auditing information. Work with Lockbox Vendor, State Treasurer, State Auditor, and Comptroller to resolve accounting discrepancies.
- Maintain the fee schedule for all boards: Work closely with budget staff at the OCABR and the Executive Office for Administration and Finance ("ANF") to provide data for potential changes to fees. Ensure that fees are added and revised as necessary, and all documentation is updated accordingly.
- Ensure that all revenues are collected according to guidelines established by the State Treasurer, State Auditor, and Comptroller's Office.
Preferred Knowledge, Skills, and Abilities:
- Ability to understand, apply, interpret, and implement the provisions of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing agency financial operations.
- Experience with state financial policies and procedures.
- Experience working in the state's accounting system (MMARS).
- Experience with revenue transactions in the state accounting system.
- Considerable knowledge of Generally Accepted Accounting Principles.
- Ability to generate reports and query the Information Warehouse (CIW), analyze data, and prepare reports to capture and display spending, revenue and other financial activity.
- Experience in revenue reconciliation, cash transfers, refunds, and end of year cash processing including statutory receivables.
- Experience with processing contracts, SOWs, ISAs, and other obligation documents.
- Proficiency with Microsoft Office products, including Excel, Access, Word, and Outlook.
- Highly organized and comfortable working in an environment transitioning from paper to electronic filing.
- Ability to handle multiple tasks, often with competing timelines.
- Demonstrated proficiency in creating reports, tracking sheets, and manipulating data using Microsoft Excel.
- Highly competent using and manipulating spreadsheets for financial tracking, analysis, and reporting.
- Knowledge of the principles and practices of accounting and auditing as they relate to program management.
- Knowledge of the principles and practices of management, including; planning, organizing, directing, motivating, controlling, and decision making.
- Ability to coordinate the efforts of others in accomplishing assigned work objectives.
- Ability to delegate authority effectively.
- Ability to analyze and determine the applicability of financial and program data, to draw conclusions, and to make appropriate recommendations.
- Ability to identify a problem or opportunity and take action to address current or future problems and opportunities.
- Ability to think through problems, organize information, and identify key factors and underlying causes to generate solutions.
- Ability to exercise sound judgment, especially in financial procedure implementation.
- Ability to work cooperatively with others and be part of a team.
- Ability to provide career development by fostering the long-term learning or development of others.
- Good organizational, interpersonal and communication skills.
- Ability to foster a culture of diversity, respect, and inclusion.
- Ability to effectively implement change management.
All applicants should attach a cover letter and resume to their online submission for this position.
Qualifications
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in financial management work (i.e. budgeting, accounting, auditing, management analysis, program evaluation, financial reporting of program results), of which (B) at least one (1) year must have been in a project management, supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.
I. A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience.
II. A Bachelor's degree in a related field may be substituted for two (2) years of the required (A) experience.
III. A Graduate degree or higher in a related field may be substituted for three (3) years of the required (A) experience.
IV. A Doctorate degree in a related field may be substituted for four (4) years of the required (A) experience.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.