ASSISTANT MANAGER - FINANCIAL SERVICES

Job Description

Job Description

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship help employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment and a “passion” for excellence to join our Finance Department. This position requires a solid accounting background. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports The District. The District is looking for an individual with a desire to utilize their cutting-edge skills in support of the Finance department . The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits, including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

This position serves as a supervisor for employees engaged in performing the accounts payable accounting duties for numerous governments (CDD’s) served by the Finance Department. The role manages, trains, and oversees the work performed by assigned staff to ensure the prompt, accurate, and detailed recording of payments for all correct vouchers presented for disbursement. It ensures compliance with the Florida Prompt Payment Act (F.S. 218.70) for multiple commercial, residential, and utility Community Development District governments.

The position provides supervision of invoices and all payment vouchers to ensure that appropriate ordering documents (purchase orders or contracts), correct vendor invoices, and signed receiving reports from district officials are received prior to payment authorization. It also includes providing training and personnel oversight to assigned staff members.

This role additionally monitors the District’s purchasing card system, ensuring correct documentation of all purchases and timely payment to the purchasing card vendor. It also oversees the imaging and recording of all payment documents to support proper indexing and retrieval during the mandated retention period.

While the initial primary responsibilities focus on accounts payable, this position may also begin to support accounts receivable functions and other general accounting duties as departmental needs evolve.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

• Oversee the accurate and timely processing of invoices and employee reimbursements.
• Ensures that all incoming documents are properly date-stamped into the division. Works with various departments to ensure accurate coding.
• Drafts Accounts Payable procedures and policies as directed by the Finance Director, Assistant Finance Director or Accounting Manager.
• Ensure timely processing of ACH verifications and ensure multiple check points are followed.
• Ensures all receiving reports are properly signed by an approved official of the appropriate District.
• Ensures IRS 1099 forms are prepared annually by the appropriate deadline for required vendors.
• Monitors check signatory authorizations, to ensure the correct signatures are placed on each District's checks.
• Ensures compliance with month-end and year-end closing procedures and deadlines established by the Accounting Manager and approved by the Finance Director or Assistant Finance Director, to include assisting with year-end.
• Supports the preparation, accuracy review, and timely posting of year-end journal entries related to accounts payable accruals.
• Provides information to the Senior and Staff Accountants to allow for the accurate projection of weekly cash and investment balances.
• Reviews the imaging of payment documents to determine that all documents are properly indexed and recorded for later retrieval.
• Assists District external auditors in the performance of their annual audits, by preparing documentation and responding to audit requests.
• Trains subordinate staff in the completion of all assigned duties.
• Provides annual budget recommendations to the Finance Director, Assistant Finance Director or Chief Financial Officer.
• Aids in the implementation & monitorization of the 3rd Party Accounts Payable Software to ensure that it is functioning as intended.
• Proactively monitors vendor account statements to verify payment status and maintain up‑to‑date balances.
• Reviews vendor accounts to identify and pursue potential rebates, early‑payment discounts, or other savings opportunities.
• Responds to inquiries and provides interim reports and advice on an as required basis.
• Actively seeks and recommends process improvements aimed at increasing operational efficiency and supporting internal staff effectiveness.

Supervision

• Direct supervision of Accounts Payable Team - Accounting Technicians, including selection, training, and evaluation.
• Participates in the selection and evaluation of new employees. Recommend to the Assistant Finance Director and/or Finance Director for final approval, the successful completion of probation periods, or the separation of employees.
• Performs other supervisory duties as assigned, with responsibilities that may grow to include supporting and potentially supervising accounts receivable operations and/or additional accounting staff as the department develops.

Internal controls and compliance

• Maintain strong internal controls to safeguard public funds.
• Ensure segregation of duties and adherence to audit standards.
• Monitor compliance with prompt payment laws and policies.
• Helps maintain a strong control environment by promoting consistent adherence to financial procedures and best practices across the team.
• Reviews transactions and supporting documentation to verify accuracy, completeness, and compliance with internal control standards.

Additional

• Performs other duties as assigned, including but not limited to, potential support for accounts receivable functions and broader general accounting responsibilities as departmental needs evolve.
• May be called upon to assist with additional duties during emergency situations.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Models behavior to the District Core Values at all times.
• Fosters a teamwork environment.

MINIMUM EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Accounting or closely related field with three (3) or more years of supervisory accounts payable experience in a Finance office, preferably in a governmental setting.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• All candidates and employees must successfully pass background screening.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

• Prior knowledge of accounts payable and general accounting principles is required.
• Prior knowledge of accounts receivable preferred.
• Prior experience with BS&A or similar accounting software preferred.
• Prior customer service experience, including but not limited to billing, collections, call center, vendor relations, etc. preferred.
• Prior working knowledge of governmental accounting standards preferred.

Skills

• Proficient personal computer skills, preferably with knowledge of the Microsoft Office package involving Word, Excel, Outlook and PowerPoint, required.

Abilities

• Proven ability to provide excellent customer service to our residents.
• Excellent verbal communication skills and professional appearance.
• Ability to interpret contracts, purchase orders and policies.
• Ability to handle confidential information with discretion.

EQUIPMENT

Position requires the use of telephones, personal computers, productivity software, document imaging scanners, copier and other generalized office equipment.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• The employee is exposed to an interior office environment, with moderate change in temperature. The work environment is inside an air-conditioned building.
• The noise level in the work environment is usually moderate.
• There are frequent interruptions from the staff and the public regarding information or assistance.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to stand; walk, push/pull; handling/fingering; reach forward; reach overhead; kneeling; stooping; twisting; squatting; sitting; balancing.
• The employee must frequently lift and or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.