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HomeMy WebLinkAboutFinancial Planning & Analysis ManagerPosition: Department: Annual Hours Worked: BBP: Exempt Salary System Grade: FLSA: UNION: Approved by: Approved date: JOB DESCRIPTION Financial Planning & Analysis Manager Treasurer 2080 No 19 Exempt -Administrative Exempt 'I,~ /.#J,A }.,1J/li Human Resources D'°'~/.,....,..,,. t:lvt... Y April 04, 2025 (_) 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsible for organizing, planning, analyzing, coordinating and managing the financial planning, auditing, quality control and systems analysis of the Treasurer's Office in compliance with RCW 36.29. This position provides financial systems planning and analysis expertise to the Treasurer's Office. 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 Treasurer. Makes decisions in the absence of the Treasurer and Chief Deputy Treasurer. 3.0 SUPERVISION EXERCISED 3 .1 Provides backup supervision of employees and clerk hire positions as needed in the Treasurer's Office. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, making recommendations on hiring 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 Financial Systems Planning, Analysis and Quality Control 4.1 Analyzes Treasurer's financial systems, develops and implements system improvements, and creates procedures to assure completeness and accuracy of records and summaries of financial transactions with a focus on property taxes, banking and distributions. Ensures compliance with Federal, State and County standards, policies and procedures. 4.2 Initiates, analyzes and completes difficult or involved balances, verifications, reconciliations and audits to ensure compliance with internal, local, state and federal requirements. 4.3 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 Generally Accepted Accounting Principles (GAAP), cash basis accounting, and County policies; provides on-going assistance and financial expertise to all Treasurer operations, programs, and various associated funds with procedural and general accounting questions. Jefferson County Job Description: Financial Planning & Analysis Manager Page 2 of 6 4.4 Budget: Prepares and monitors annual Treasurer budget which includes all funds managed by the Treasurer's Office and contributions for county-wide revenue. Completes cycle of budget preparation and approval including planning budget development process; completing payroll, benefit, revenue and expenditure projections; and working with stakeholders to develop and verify information. Acts as information resource for all office and countywide programs and funds. 4.5 Evaluates budget, accounting, timelines, staffing and production levels. Works with other departmental directors and staff to accomplish tasks and set minimum standards. Develops policies and instruction manuals. 4.6 Works with other County departments in annual planning and budgeting for equipment and capital outlay expenditures. 4. 7 Coordinates and cooperates with outside auditors as required during periodic audits of County financial records, including specific program audits. 4.8 Prepares annual and monthly financial statements. Gathers data, tracks activity, researches information, reviews accuracy, and analyzes processes, transactions and results of operations to determine compliance with legal and contractual requirements. Provides year-end financial statements to annual County financial repo1ts for all Treasurer funds and programs through general ledger accounting: Prepares County annual report in compliance with SAO requirements including documents regarding cash reconciliation, internal controls, etc. 4.9 Reviews, analyzes and audits property tax collections, reports and balancing. Assists and audits yearly closeout of account records, cash reports, and year-end tax reported. Prepares and utilizes information for audits, research and compliance. 4.10 Prepares and maintains financial summaries, complex worksheets and special reports on special and recurring basis for project managers and management. Participates in research projects and special assignments as directed. 4.11 Researches, analyzes, recommends, and implements RCW, WAC, county code and case law as pertains to Treasurer office function. Develops policy/procedure, communicates with, and trains employees on administrative or legislative changes that apply to areas of responsibility. 4.12 Reviews proposed legislation, analyzes administration and costs, and makes recommendations to Treasurer. Develops Treasurer response to Washington Association of County Treasurers and State Office of Financial Management as needed. 4.13 Provides leadership and contributes to a work environment ofrespect, collaboration, encouragement and excellence. 4.14 Supports, coordinates and performs administrative tasks for County Finance Committee; coordinates meetings, posts legal notices and meeting materials, and assists Treasurer. Administration and Operations 4.15 Conducts performance audits, establishes performance schedules, directs work and training activities. Assists with staff performance reviews. Jefferson County Job Description: Financial Planning & Analysis Manager Page 3 of 6 4.16 Meets with the Treasurer on an as needed basis to monitor work priorities and special needs within the office to ensure State regulations (RCWs and WACs) are being followed and procedures analyzed. 4.17 Backs up the Treasurer and Chief Deputy Treasurer as needed. Assists with maintenance of general ledger chart of accounts. Reviews changes, charge codes, and project codes. Reviews and audits all journals including cash transfers and revenue coding corrections. 4.18 Oversees and audits daily, monthly and annual balancing. Oversees and assists employees on daily and monthly financial balancing of warrants, revenues, excise tax, property taxes, investments, bonds, remittances, and transfers. Audits monthly close out procedures, general ledger balancing, distributions, investment and debt reports for all funds. 4.19 Compiles special reports and information for annual report, bond closing, and revenue comparisons for all funds and Districts. Serves on County Budget Committee. 4.20 Maintains effective working relationship with elected and appointed officials, special purpose taxing district commissioners and personnel, county employees, tax services, banks and mortgage companies, title companies, State and County agencies, and the general public. 4.21 Recommends revisions to existing internal procedures. 4.22 Responds to inquiries routed from other departments, outside agencies, or the general public, supplying information which is known and available. 4.23 Enters, updates, displays and reports information using the county's financial database. 4.24 Performs other tasks as directed. 5.0 REQUIRED KNOWLEDGE AND ABILITIES 5.1 Knowledge of general and municipal accounting and double entry bookkeeping procedures. Working knowledge of accounting and bookkeeping principles. 5.2 Advanced financial expertise. Ability to prepare, analyze, and communicate data and information regarding complex audits, balances, financial analyses, bookkeeping principles, annual reports and other financial statements. 5.3 Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from top management, groups of managers, clients, customers, and the general public. 5.4 Ability to work with mathematical concepts. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. 5.5 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. Jefferson County Job Description: Financial Planning & Analysis Manager Page 4 of 6 5 .6 Cognitive ability to accurately search columns of numbers in small print for errors, data entry, and related purposes. 5.7 Ability to use a ten-key calculator by touch and experience using a personal computer, Excel spreadsheets, Word documents, accounting system software and other computer software standard to the area of assignment. Ability to adapt to new and/or modified equipment which may be acquired. 5.8 Demonstrated successful supervisory and managerial experience is preferred. Ability to implement and maintain sound organizational practices. 5.9 Ability to maintain a high standard for accuracy, completeness, and efficiency in the preparation ofreports and budgets. Independence and self-motivation to complete 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 Ability to maintain confidentiality of sensitive draft financial information. Maintains Department of Revenue (DOR) Tax and License Secrecy Compliance. 5 .12 Knowledge of Generally Accepted Accounting Principles (GAAP) and governmental accounting practices and techniques. 5.13 Familiarity with equipment and techniques commonly used in the performance of related tasks including automated financial systems and software. 5 .14 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 .15 Understands the need for maintaining confidentiality of sensitive information. 5.16 Ability to ensure efficient and effective utilization of volunteers and department personnel, funds, materials, facilities, and time. 6.0 MINIMUM QUALIFICATIONS 6.1 Bachelors (BA) degree in accounting or business-related field. OR Associate's degree (AA) 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 governmental 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 manager of a discrete work unit including direct responsibility for performance of a team or individual subordinates is required. Jefferson County Job Description: Financial Planning & Analysis Manager Page 5 of 6 6.2 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement. 6.3 Valid Washington State Driver's License. 6.4 Must pass criminal background check. 7.0 DESIRABLE QUALIFICATIONS AND ABILITIES 7 .1 Knowledge of bond transcripts, proceedings, debt schedules and payments. 7.2 Knowledge of governmental accounting practices and techniques including the Washington State Budget and Recording System procedures (BARS); knowledge ofRCWs, and WAC rules dealing with foreclosure, property distraints and bankruptcy. 8.0 COMPETENCIES: To perform the job successfully, an individual should demonstrate competency in the following: Analytical -Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures. Problem Solving -Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Project Management -Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities. Technical Skills -Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service -Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills -Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. 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 written information. Teamwork -Contributes to building a positive team spirit; Able to build morale and group commitments to goals and objectives. Managing People -Solicits and applies customer feedback (internal and external); Improves processes, products and services. Quality Management -Demonstrates accuracy and thoroughness. Cost Consciousness -Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources. Diversity -Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics -Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Jefferson County Job Description: Financial Planning & Analysis Manager Page 6 of 6 Organizational Support -Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity. Judgment -Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing -Prioritize and plans work activities; Uses time efficiently; Plans for additional resources; 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. Quality -Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Quantity -Meets productivity standards; Completes work in timely manner. Safety and Security -Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability -Manages competing demands; 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. Dependability -Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments. 9.0 WORK ENVIRONMENT/PHYSICAL DEMANDS 9. I The noise level in the work environment is usually moderate. 9.2 While performing the duties of this job, the employee is frequently required to talk or hear, sit and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to climb or balance; and stoop, kneel, crouch, or crawl; stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. 9.3 Specific vision requirements include: close, distance, color, peripheral, depth perception, the ability to adjust focus, and the ability to read small print. 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.