Assistant Finance Director

Finance And Customer Service Manager

This position performs highly responsible and technical administrative and management work in the Finance and Customer Service (including warehouse) Departments, and complex computerized accounting work in connection with the City's utility services and financial management activities. This employee is under the general direction of the Finance Director but is expected to work independently, exercising judgment and effectively communicates with the Finance Director. Responsible for interacting with department heads and staff and the public in a friendly, courteous, and professional manner, displaying actions and attitudes that support and encourage the highest levels of teamwork. Serves as the Acting Finance Director during the Finance Director's absence.

Essential Job Functions

• Coordinates work for assigned staff, approves leave requests and coordinates scheduling, and ensures work is completed.
• Provides direct supervision over assigned staff, and in doing so, ensures to the greatest extent possible encouraging positive productivity and job satisfaction of all direct reports. Manages the team in all aspects including hiring, training and development, directing workflow, disciplinary and performance management. Monitors and reviews staff work and coaches for appropriate improvement.
• Handles customer complaints if needed.
• Sets commercial deposits and reviews periodically to make sure they are sufficient.
• Troubleshoots computer problems.
• Assists Finance Director in preparation of Annual Operating Budget and Capital Improvement Plan.
• Assists in preparation of financial worksheets for auditors.
• Prepares and files report for utility funds and monitors BPCA.
• Operates the Integrated Financial Management System for all general ledger programs.
• Serves as a backup for maintenance of General Fixed Assets records.
• Works with Department Heads on analyzing encumbrance statements and month-end budget comparison statements.
• Prepares budget worksheets and works with Department Heads and City Manager on the preparation of same.
• Compiles and prepares fiscal and other types of reports and spreadsheets.
• Serves as backup for payroll processing, utility billing, and accounts payable processing.
• Confirms all bank wire transfers.
• Tracks task orders.
• Prepares and handles City credit applications and credit card files.
• Reviews purchase requisitions from City departments for equipment, materials, services, and supplies for accuracy and compliance with budgetary appropriations, guidelines, or policies, in the absence of Finance Director.
• Maintains files for State of Florida contracts, Florida Sheriffs association contracts, Clay County contracts, and other governmental agency contracts for City use.
• Tracks all contract expiration and renewal dates.
• Updates the Purchasing Manual and ensures compliance with manual.
• Files state and federal tax returns in the absence of Senior Accountant.
• Reconciles bank accounts, prepares revenue reports, handles red light camera program, and prepares adjusting entries in the absence of Senior Accountant.
• Reviews purchase orders and invoices for payment and accounts payable check runs for accuracy and compliance with rules.
• Assumes responsibility for warehouse inventory reconciliation and assists with annual count.
• Assumes primary responsibility for the development, implementation and maintenance of City accounting policies and procedures, including operational manuals for staff employees.
• May act as Liaison to City's financial accounting software vendor, recommending programming updates and changes as might be necessary and monitoring software support issues in conjunction with input from the Finance Director. Assumes primary responsibility for development, implementation and maintenance of the City's financial software.
• Reviews and approves all journal entries, month-end entries, year-end entries, budget transfers and amendments as needed in a timely manner.
• Assumes primary responsibility for all contracts.
• Serves as back up for grant billing and management, and balance sheet accounts reconciliations.
• May be required to return to work to assist with emergency management preparation response and/or recovery activities.
• Performs other related duties as assigned.

Minimum Qualifications

Bachelor's degree in accounting, finance or a related field from accredited higher education institution and six (6) years of experience in a government office in procurement or finance and two (2) years' experience in supervising, or an equivalent combination of education and experience. Possession of a valid Class "E" Florida Drivers License and compliance with vehicle use policy requirements, Section 8.15(c) in the City's Personnel Manual.

Knowledge, Skills and Abilities

• Knowledge of all City functions and activities.
• Knowledge of principles of planning and budgeting.
• Knowledge of Financial Software Programs such as ADG.
• Knowledge of procurement practices and techniques either public or private including purchasing, cost reductions, inventory control, and quality control.
• Ability to establish and maintain effective working relationships with employees, department heads, the general public, professionals, and representatives from other governmental agencies.
• Ability to delegate and accept responsibility and authority.
• Ability to manage and resolve conflict.
• Ability to solve problems involving a high degree of complexity and consequence.
• Ability to express ideas, concepts, and statistics in written form and letters, using proper punctuation, grammar, and spelling.
• Ability to make complex mathematical computations.
• Thorough knowledge of audit practices in the municipal financial field.
• Knowledge of governmental accounting principles.
• Ability to detect errors and to determine proper corrective measures to be taken.
• Ability to lead, motivate and to plan and direct the work of subordinate employees.
• Ability to communicate effectively, orally and in writing.
• Ability to use various software programs (i.e. Word, Excel, Access, etc.)
• Ability to exercise good judgment in applying and interpreting policies and procedures.

Physical Demands

The work is light and requires the ability to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Also requires the following physical abilities: manual dexterity, grasping, mental acuity, reaching, speaking, auditory acuity, visual acuity, driving, walking, and bending.

Work Environment

Work is performed in an office environment.