The Fiscal Services Division provides budget, contracts management, grant monitoring, accounts payable/receivable and all other accounting services for the department. Fiscal support personnel help ensure Probation maintains secured funding, programs, department positions, and services provided by outside contractors. There are seven positions in the division, ranging from Senior Accounting Manager to Account Clerks, who perform the duties described below.
The Sacramento County Probation Department has an $141 million budget involving over fifty cost centers. Budget development requires a close working relationship with the County Executive’s Office and takes approximately 8 months of research, analysis, review and consideration before the annual budget is approved by the County Board of Supervisors. The budget is a continuous work in progress, and when it is approved, Fiscal Services monitors adherence to the annual budget on a monthly basis.
The Fiscal Services Division negotiates, drafts, and manages approximately 50 different Personal Service Contracts and over 40 Memorandums of Understanding for the Probation Department. This includes agreements with individuals, corporations, and community-based organizations for technical consulting, staff training, and direct treatment services provided to residents of the Youth Detention Facility, as well as to juvenile and adult clients in various Probation programs. County codes and policies govern the
procedures for contracting for services. This includes determining the
Probation Department's contracting authority, requirements for conducting
Requests for Proposals (RFP's), and other elements involved in the contract
process. Memorandums of Understanding (MOU) are agreements between
Probation and other governmental agencies or other County Departments for
multi-agency projects or programs. The MOUs establish protocols of
operation and delineate responsibilities for agencies participating in the MOU.
Grant Monitoring and Claiming
Over 54% of the Probation Department’s funding comes from grants and other outside revenue. Probation's Fiscal Division assists in the drafting of grant applications, develops budgets, monitors and prepares annual or quarterly claims for all grants and other outside funding sources. The Fiscal Division also ensures that all grant funds are expended within the grant terms.
The Fiscal Division processes payments for all invoices for goods and services required for the operation of the Probation Department; handles the disbursement and replenishment of petty cash; creates purchasing requisitions for supplies; and is responsible for the purchase, disposition, repairs, licensing and registration of the vehicle fleet.