Item 3.D-October 10, 2014
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable):
Position #(s): 11928
Current Title: Fiscal and Human Resources Officer (COOP)
Current Range: 5
(JCC:76883)
Department: Statewide/Dean’s Administrative Office
College/Division: Cooperative Extension
Account #(s): 1107-151-0001
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( X) Title Change, Proposed Title: Fiscal Officer (COOP)
( X ) Proposed Reassignment from Range 5
to Range
( ) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
4
Range:
JCC (Current
or new HR
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
__________________
Date
____________________________________________________________
__________________
Director/Chair/Dean
Mark Walker, Dean/Director, Cooperative Extension
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Stacy Burton, Vice Provost, Faculty Affairs Date
Action Approved by the Provost/President (Completed by Faculty HR):
67626 Range:
4
Pos #(s): 11928
JCC:
EEO: 3D
Eff: 10/1/2014
Approved Title: Fiscal Officer (COOP)
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description – Fiscal Officer
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Fiscal Officer provides leadership, management, oversight, and direction for the financial, and
budget, functions of University of Nevada Cooperative Extension (Extension). The position provides
direct fiscal coordination and oversight of State and Federal funding and gifts awarded to the college.
The position serves as a subject matter expert regarding county funding and grants and contracts.
The position provides human resources support related to Federal employees. The position provides
leadership and oversight for risk management issues that relate to Extension activities and Extension
offices throughout Nevada. The officer provides leadership and direction for the Dean/Director’s
Administrative Office supervision of staff associated with this position. The position reports to the
Dean/Director of Cooperative Extension. The position is responsible for managing and accounting for
funding obtained in special grants.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
40% - Financial Accountability, Management, and Compliance
 Determines and directs the spending of all legislatively-approved, state-appropriated budget
funds
 Assures Extension’s financial accountability and compliance with federal, state, and Nevada
System of Higher Education (NSHE) rules and regulations for accounting and financial
management
 Assures Nevada 4-H financial accountability with Nevada state laws and federal and IRS laws
 Monitors financial practices of Extension for efficiency and compliance with University policies
and procedures
 Serves as the sole reviewer and point of contact for all Extension contracts or binding
agreements for signature by the University’s Associate Vice President of Business and
Finance; all contracts originated in the areas are reviewed and edited for compliance with
University legal contract policy
 Manages all state-appropriated and federal budgets for Extension.
 Ensures compliance with and implementation of University, federal, and state fiscal policies
and procedures
 Collaborates with staff and faculty in preparation of grant and contract proposals for the
Dean’s Office and Statewide grants; serves as a subject matter expert regarding grant
processes for the areas
 For grant funds: review and approve all college grant and contract pre-award proposals prior
to submission to the Office of Sponsored Projects, oversee calculation of and sure compliance
with cost-share and cost-match functions
 For federal-funded formula projects: manages all administrative phases of the project,
including grant application, budget development, draw-down of funds, determination of fund
allocation, calculation of and compliance with for cost-share and cost-match requirements.
 Develops lease agreements and contracts and oversees and directs the management of the
Fallon Agricultural Service Center
 Prepare, review, and approve annual financial statements required by the U.S. Department of
Agriculture (USDA) for all federal funds
 Reviews and approves the draws of federal funds to reimburse the university for expenditures
of federal Smith-lever 3 (b),(c), and (d) funds
Position Description – Fiscal Officer
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Acts as the sole administrator with the ability to access the federal fund cash accounts
Reviews and signs all classified personnel documents assigned to the Extension Dean level;
reviews all faculty personnel documents for accuracy prior to the Dean’s signature
Represents Extension on fiscal issues with Area/Departments, University offices, and outside
agencies
Reviews, monitors, and modifies policies and procedures related to nondiscrimination, equal
opportunity, diversity, and affirmative action, including USDA regulations and the
implementation thereof
Reviews, approves, and signs, as Extension’s fiscal representative, all federal benefit
documents
30% - Administration
 Contributes to and participates in strategic planning and decision making efforts for current
and future Extension programs
 Maintains signature authority and monitors compliance of all financial, OSPA, and personnel
forms for positions assigned to the Dean’s Office
 Analyzes data, determines needs, and makes projections and recommendations to the Dean/
Director to efficiently and effectively utilize fiscal and personnel resources
 Acts as the delegated signatory (from the Associate Vice President of Business and Finance
and the Executive Vice President and Provost) for 4-H Camp lease agreements and contracts
 Serves as the primary contact for inquiries from the IRS, Nevada Attorney General, and
Nevada Secretary of State for Nevada 4-H compliance
20% Fiscal Operations Management
 Participates in annual and on-going strategic planning for the college
 Develops and utilizes operational metrics for all aspects of Extension planning and growth
 Develops and implements Memoranda of Understanding and Agreements and contracts for
Extension
 Reviews leases and coordinates implementation
 Makes projections and develops courses of action to effectively utilize Extension resources
 Conducts mandatory audits and prepare required reports
 Monitors, evaluates and recommends improvements for internal policies and procedures
 Compiles and analyzes data, determines needs, makes projections and recommendations to
the Dean and Director to efficiently and effectively utilize fiscal and personnel resources
10% - Compliance and Reporting
 Establishes fiscal procedures, provides fiscal leadership, review, and oversight for county and
area employees; subject matter expert regarding all funding sources
 Prepares and submits all required federal, state, and university compliance reports
 Compiles, analyzes, interprets, and disseminates data into reports for required federal
compliance, including, but not limited to programming accomplishments, plans of work, and
strategic plans, including the annual USDA plan of work and USDA annual report prior to
review and approval of the final submission by the Deans of Extension and Agriculture,
Biotechnology and Natural Resources
 Compile data for and develop the annual USDA plan of work and the annual report, in
cooperation with the College of Agriculture, Biotechnology and Natural Resources
Position Description – Fiscal Officer
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3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The position has delegated authority from the Dean/Director to make daily administrative and fiscal
operational decisions and signing for delegated personnel matters. Decisions and rules and
regulations are made under varied and complex systems including federal, state, county, and
university and require compliance with each system’s many and diverse rules and regulations. The
individual works in consultation with the Dean/Director on all major fiscal decisions.
Impact:
Decisions and judgments impact how effectively resources are utilized, which directly impacts the
effectiveness of the teaching, research and outreach, goals and objectives, and financial condition of
Extension. Decisions made in dealing directly with USDA could impact federal funding received by
the University.. Proper decisions regarding the expenditure, recording, and reporting of grant funds
and state-appropriated funds directly affect future funding for Extension. Non-compliance with
personnel policies and regulations threaten current as well as continued funding. Employees are
impacted by decisions and actions, both of which affect their employment and benefits. The position’s
accountability on behalf of Extension also affects the image and reputation of the Nevada System of
Higher Education.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Generally accepted accounting principles and practices, especially related to fund and
government accounting and budgeting and sound financial management principles, policies
and practices.
 Government auditing and accounting standards and practices
 Extension: its mission, organizational form, values, approach to program development,
organizational culture, funding arrangements, and history
 Land-Grant System including linkages with other Universities, U.S. Department of Agriculture,
other Federal Departments, State Agencies, and local government entities
 Higher education system and culture
 Program assessment and reporting to university, state and/or federal agencies
 University, state, and federal laws and regulations concerning financial management and
administration
 University structures and personnel types, the requirements and procedures related thereto
 Federal employee benefit packages
 Regulations for Smith-Lever funds received from USDA, as well as OMB A-21 and A-110 as
they relate to the management and expenditure of federal funds
 Laws and regulations pertaining to civil rights, affirmative action, and employment issues
Skills:
 Organizational and prioritization skills regarding overlapping projects and obligations
 Effective verbal and written communication with a variety of constituencies, including
University administration, the Extension Dean/Director, department chairs, university
personnel, and community members
Position Description – Fiscal Officer
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Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint and Outlook)
Organizational and time-management skills
Analytical, decision-making, and problem-solving skills
Strong customer service skills
Ability to:
 Conceive, plan, and carry out complex projects independently or as a member of a group
 Direct professional staff efficiently and tactfully
 Be flexible and work under limited supervision with considerable latitude for initiative and
independent judgment
 Interact effectively with outside agencies across the state and administrators, department
chairs, faculty, administrative staff, and other employees at all levels of responsibility
 Analyze procedures, design, and implement changes to improve efficiency, provide financial
and internal controls, and follow through to achieve desired results
 Maintain confidentiality of information
 Be sensitive to disabilities and cultural and ethnic diversity issues
 Maintain professional business and work ethics and standards
 Conduct negotiations and/or mediations
 Translate university goals and/or policies into operational plans and procedures through the
administration of diverse functions or programs
 Prepare GAAP-compliant financial statements and IRS-compliant tax returns for Nevada 4-H
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
University and other college
administrators
Dean and Dean’s office staff
Nevada Agricultural Experiment
Station
Reason for Contact
To negotiate, address, and resolve issues, exchange
information, promote and advocate for Extension, clarify
positions, and generate ideas
To facilitate communication, resolve problems, and implement
new ideas
To act as liaison to exchange information, develop and interpret
policies and procedures, and resolve problems; to discuss and
coordinate activities and programs, especially in collaborations
among faculty
University offices:, Controller’s
Office, Business and Finance,
Grants and Contracts, Office of
Sponsored Projects, Internal
Audit, BCN/UNR Human
resources
To resolve problems, initiate changes, and negotiate solutions
External
Nevada Legislative Council
Bureau
Outside agencies, i.e., USDA,
USDA Civil Rights Office, state
agencies, and each Nevada
county
Reason for Contact
To discuss and coordinate activities and programs; to answer
questions about Extension budgets and programs
To discuss and coordinate fiscal activities; to answer fiscal
questions about Extension budgets and programs; to serve as
the primary point of contact for Extension for fiscal information;
to make presentations as necessary
Position Description – Fiscal Officer
Legislature and Board of
Regents
Counterparts at other land-grant
institutions and regional and
federal agencies
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To answer questions about Extension budgets and programs; to
make financial presentations
To act as liaison to resolve problems, initiate change, and clarify
issues; to serve as the primary point of contact
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution with emphasis or major in
accounting or business management
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and six years,, or a Master’s Degree and four years, of experience
in financial management, and methods of internal controls
Preferred Licenses or Certifications: Certified Public Accountant (CPA) in good
standing
c.
Indicate any license or certificate required for this position.
None