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HomeMy WebLinkAboutFinancial Manager (0002) JEFFERSON COUNTY JOB DESCRIPTION Position: FINANCIAL MANAGER FLSA: Exempt-Administrative Department: Public Works UNION: Exempt Annual Hours Worked: 2080 Exempt Salary Grade: MGR18 HIPAA: Level 4 Approved date: September 2019 BBP: No Approved by: Hump Resources.Manager 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsible for organizing, planning,managing, coordinating and directing the Financial Division of the Public Works Department.Manages complex professional level accounting, budgeting, and payroll activities,with complete responsibility for major funds and the maintenance of all associated accounting systems and data in compliance with Generally Accepted Accounting Principles (GAAP)and Generally Accepted Auditing Standards(GAAS). Participates in all major program management decisions having fiscal implications. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion,within the scope of policy and regulations, in the routine performance of their duties; supervision and guidance are received from the Public Works Director/County Engineer. 3.0 SUPERVISION EXERCISED 3.1 Persons in this position supervise subordinates in the Financial Division including Bookkeepers. Provides guidance to Department-wide staff performing bookkeeping functions. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, providing hire recommendations, and training employees; planning, assigning and directing work; appraising performance;rewarding and disciplining employees; addressing complaints and resolving problems. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES 4.1 Develops and directs day to day fiscal operations and policies, establishing and improving procedures, forms, and systems within the framework of the budgeting, accounting, and reporting system(BARS)for counties as required by the Division of Municipal Corporations of the State Auditor's Office. 4.2 Leads annual Public Works budget development and completion.Assists in setting Department goals with executive staff. Prepares and maintains a variety of financial summaries,complex worksheets, and special reports on both a special and recurring basis for project managers and management. Participates in various research projects and special assignments as directed. 4.3 Performs a variety of accounting tasks such as maintaining ledgers, reviewing initial entries,providing information for the budgeting process,preparing year end accruals, and interacting with customers and vendors to resolve complaints for Public Works and Central Services funds. 4.4 Continually analyzes the financial systems in the department to develop and implement improvements in the accounting system or its procedures. Ensures internal controls. Carries out difficult or involved balances,verifications,reconciliations, and audits as required to assure completeness and accuracy of records and summaries of financial transactions, and develops procedures to this end.Advises staff concerning the treatment of transactions and performs periodic internal audits of accounts, identifies and corrects discrepancies, and balances and maintains accounts and ledgers. Jefferson County Job Description: Financial Manager Page 2 of 5 4.5 Oversees accounts receivable, accounts payable,and payroll processes including processing receipts of revenues, and payment of expenditures and payroll. Audits all claims to ensure conformity with GAAP and County policies; provides on-going assistance to all Public Works divisions and the Central Services Department with procedural and general accounting questions relating to various associated funds. 4.6 Ensures compliance and internal controls in accordance with Federal, State, and County standards, procedures, and policies. Evaluates timelines, staffing, and production levels. Ensures tasks are completed properly. Works with staff to accomplish tasks and set minimum standards. Works with other divisions to assure work performed is within time lines and established goals. 4.7 Prepares annual and monthly financial statements.Prepares year-end financial statements to annual County financial reports for all Public Works divisions and funds through general ledger account. Works with County Auditor and executive staff on Jefferson County's Annual Financial Report review and submittal to State Auditor. 4.8 Supports the development, coordination, and management of Federal and State grants and other financial assistance programs for all Public Works divisions. Provides information to assist with preparation of grant applications and negotiation of terms of grant agreements.Applies for budget and scope of work amendments, prepares or reviews reimbursement requests,receives grant reimbursements. 4.9 Plans, audits, and implements Department cash handling. Oversees and provides training to staff on cash handling policy and process. 4.10 Researches and compiles data related to coordinating department/division budgets, expenditures, revenues,billing, and collections from various grant/fund sources; prepares estimates and projections for management. 4.11 Works with ER&R and Solid Waste Divisions in planning and budgeting for annual equipment and capital outlay expenditures. Calculates depreciation for vehicles and equipment. 4.12 Coordinates and responds to state and federal auditors during annual and periodic audits of County and Public Works financial records. Ensures County financial records meet state and federal regulatory requirements. 4.13 Responds to inquiries from other departments, outside agencies, and the general public, supplying p q p information which is known and available. 4.14 Receives, interprets,and acts upon administrative or legislative changes as theyapply to the area of rP p g g Pp Y responsibility. 4.15 Oversees safety function for division; monitors for safety hazards and unsafe practices; participates in accident reviews; recommends corrective action when needed; organizes monthly safety/staff meetings. 4.16 Works closelywith Public Works Director and other members of the Public Works Management Team to g make decisions and develop policies/protocol/process to solve problems and make process improvements. 4.17 Performs other duties as directed. Jefferson County Job Description: Financial Manager Page 3 of 5 5.0 REQUIRED KNOWLEDGE,SKILLS AND ABILITIES 5.1 Requires working knowledge of accounting and bookkeeping principles and ability to prepare difficult or involved audits,balances, financial analysis, cost benefit analysis, annual reports and other important financial statements. 5.2 Ability to define problems, collect data,establish facts,and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.Ability to apply principles of mathematical concepts such as fractions, percentages, ratios and proportions to practical situations. 5.3 Knowledge of Federal, State, and County policies and regulations affecting area of responsibility. 5.4 Ability to develop, improve, and implement accounting and bookkeeping procedures and systems in the interest of efficiency, effectiveness and standardization. 5.5Knowledge of project and grant management accountingand reporting. 5.6 Ability to lead with strong interpersonal and organizational skills and possess a positive,business-like approach to problem solving. Ability to maintain a progressive working environment focused on productivity,teamwork, fairness and accountability. 5.7 Ability to use a personal computer and software, calculator, and other office equipment standard to areas of assignment and to adapt to new technology and/or modified equipment which may be acquired. Advanced skill in the use of spreadsheets,databases and other computer software applications. 5.8 Demonstrated successful supervisory and managerial experience. Implement and maintain sound organizational practices. 5.9 Maintain a high standard for accuracy, completeness,and efficiency in the preparation of reports and budgets. Independent and self-motivated to meet required deadlines while simultaneously completing other tasks. 5.10 Ability to establish and maintain cooperative working relationships with other County departments and outside agencies. 5.11 Knowledge of Generally Accepted Account Principles(GAAP)and governmental accounting practices and techniques including the Washington State Budget and Recording System procedures(BARS). 5.12 Ability to plan, develop, and implement policies and procedures, and ensure compliance with local, state and federal health and safety regulations and within the framework of the department. 5.13 Ability to quickly grasp new techniques, deal with rapid changes in events,remain calm in stressful situations, and relate to various personality styles in a calm,professional manner. 5.14 Understand the need for maintaining confidentiality of sensitive information. 5.15 Assure efficient and effective utilization of volunteers and department personnel, funds, materials, facilities and time. 5.16 Ability to effectively communicate verbally and in writing; read, analyze, and interpret common scientific and technical journals,policy and regulations, and legal documents;write speeches and articles for Jefferson County Job Description: Financial Manager Page 4 of 5 publications that conform to prescribed style and format; and,effectively present information to top management, public groups, and/or boards of directors. 6.0 COMPETENCY: To perform the job successfully, an individual should demonstrate competence in the following areas: Technical Skills-Assesses own strengths and weaknesses;Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service-Manages difficult or emotional customer situations; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills-Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting;Keeps emotions under control. Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills;Participates in meetings. Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret technical/legal information. Analytical Skills- Synthesizes complex or diverse information; Collects and researches data; Evaluates and develops alternative solutions and recommends methods,procedures and techniques. Problem Solving-Identifies and resolves problems in a timely manner. Delegation-Delegates work assignments; Matches the responsibility to the person; Sets expectations and monitors delegated activities. Managing People- Staff planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates'activities;Makes self-available to staff; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback(internal and external); Encourages and builds mutual trust, respect,and cooperation among team members. Quality Management-Improves processes,products and services; Demonstrates accuracy and thoroughness; Applies feedback to improve performance;Monitors own work to ensure quality. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. Ethics-Treats people with respect;Keeps commitments;Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organizations goals and values. Judgment-Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. Professionalism -Approaches others in a tactful manner; Reacts well under pressure;Treats others with respect and consideration regardless of their status or position;Accepts responsibility for own actions; Follows through on commitments. Quantity-Meets productivity standards; Completes work in timely manner; Works quickly. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment;Manages competing demands; Changes approach or method to best fit the situation;Able to deal with frequent change, delays or unexpected events. Attendance/Punctuality-Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Jefferson County Job Description: Financial Manager Page 5 of 5 Dependability-Follows instructions and responds to management direction;Takes responsibility for own actions;Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative-Volunteers readily; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed. Innovation-Generates suggestions for improving work; Develops, designs or creates new applications, ideas,relationships or systems. 7.0 MINIMUM QUALIFICATIONS 7.1 Bachelor's(BA)degree in accounting or business related field; or,Associate's degree(A.A.)or equivalent from a two-year college or technical school in accounting or related field and two(2)years experience in governmental accounting; or Eight(8)years experience in progressively responsible accounting positions supplemented by course work in accounting or government accounting; and, in addition to the above, a minimum of five(5)years experience in progressively responsible accounting positions;with at least one(1)year as a manager of discrete work unit, including direct responsibility for performance of a team and/or individual subordinates is required. 7.2 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance, and improvement. 7.3 Valid Washington State Driver's License and the ability to maintain a valid license. 7.4 Certified Public Accountant(CPA)desired. 8.0 WORK ENVIRONMENT/PHYSICAL DEMANDS The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 8.1 While performing the duties of this job,the employee is frequently required to speak or hear, sit and use hands to finger,handle, or feel objects,tools,or controls. The employee occasionally is required to climb or balance;and, stoop, kneel, crouch or crawl; sit; stand;walk; and, reach with hands and arms. The employee must occasionally lift and/or move up to 35 pounds. Specific vision requirements include: close, distance, color,peripheral, depth perception,the ability to adjust focus, and the ability to read small print. 8.2 The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.