Finance and Administrative Manager (Limited Term)

Terms: Limited-term full-time position (40 hrs/week), with benefits, expected duration of six to nine months. Bargaining Unit: This position is not included in a bargaining unit. Job Classification and Hiring Range: Department Manager, Range 15. The full range for this classification is $90,854 – $119,870 (Steps 1–15). The expected hiring range for this position is $90,854 – $102,274 (Steps 1–7), depending on qualifications and experience. Department: Business Operations Reports To: Finance and Administrative Director; Executive Director during the Director’s maternity leave Base Schedule: Full-time, 40 hours per week (five 8-hour days). Employees work a consistent daily schedule with established start and end times, set in coordination with their supervisor — start times between 7:00 and 9:00 a.m. and end times between 3:30 and 5:30 p.m. Alternate schedules, such as four 10-hour days, may be approved in advance based on operational needs, with start and end times adjusted accordingly. Occasional evening and weekend work is required. Position Summary This is a unique, limited-term opportunity for a flexible, fast-learning professional who enjoys new systems and unfamiliar problems. Snohomish Conservation District is rolling out three new software platforms — financial, timesheet, and grant budget management — to improve District efficiency. The Finance and Administrative Manager will be in the middle of that rollout and will become the District’s subject matter expert and resident problem solver for the new systems, supporting the Business Operations team and staff across every District program. Alongside the systems work, the position provides finance, operations, and administrative leadership while the Finance and Administrative Director is out on maternity leave. The Business Operations team handles the District’s day-to-day finance, payroll, grants, and administrative work; this position provides the management, oversight, and problem-solving above it — supervising the team, maintaining the overall financial picture, and administering confidential human resources and personnel functions in coordination with the Executive Director. The position begins with a period of overlap and knowledge transfer alongside the Finance and Administrative Director and assumes full responsibility when her maternity leave begins in January. An early start date is required so that the successful candidate is fully oriented to the District’s systems and processes before that transition. The Finance and Administrative Manager works collaboratively with the management team to further District strategic planning goals. These are illustrations of the various types of work performed. The omission of specific duties does not exclude them if the work is similar, related, or a logical assignment to the position. The Finance and Administrative Manager leads the following tasks: Software implementation and systems support Serve as the District’s primary internal resource and subject matter expert for newly implemented financial, timekeeping, and grant management software. Complete remaining implementation, configuration, and testing work in coordination with software vendors. Serve as the District’s point of contact with software vendors for issue resolution, configuration changes, and support requests. Train staff on new systems, and develop and maintain written procedures and desk documentation. Troubleshoot system issues and serve as a resource to staff across all District programs. Identify and carry out process improvements that increase District efficiency and accuracy. Financial management and oversight Maintain the District’s overall financial picture across funds, grants, and programs, rather than at the individual transaction level. Ensure that recurring financial cycles — month-end close, payroll, grant billing, and Board reporting — move forward on schedule and without issue, and step in when they do not. Review Board financial and budget-to-actual reports prior to distribution, and respond to Board questions regarding District financials. Oversee the grants and contracts function, including grant billing, budgets, applications, and funder reporting. Assist with data collection and preparation for the annual report and for state and federal audits, including documentation of how data moves between the legacy and new systems. Assist with the financing aspects of the District’s new office building construction project, including lender coordination and supporting funding documentation. Provide approvals within delegated authority as the department manager, including payroll, disbursements, procurement, contracts, and required regulatory filings. Serve as the decision point on financial and operational questions and resolve escalated issues. Provide technical assistance and administrative guidance for accounting, payroll, contracting, budgeting, and financial responsibilities for projects and grants. Team supervision and District coordination Supervise and mentor the Business Operations team, including finance and operations, grants and contracts, human resources and payroll, and information technology staff. Conduct regular individual check‑ins with each team member and lead the weekly team meeting. Serve as the first point of contact for staff questions and concerns, and resolve escalated personnel and workload issues. Balance workload and priorities across the team, and ensure deadlines and reporting obligations are met. Represent Business Operations in standing internal coordination meetings, including department head check‑ins and regular meetings with the Executive Director. Provide management oversight of District administrative functions including public records requests and insurance renewals. Human resources and personnel administration Administer confidential human resources functions in coordination with the Executive Director, including maintenance of confidential personnel records. Prepare, route, and track employee change documentation, including annual new year compensation changes, and ensure accurate and timely handoff to payroll. Support labor relations and employee relations matters, including coordination with the District’s employment counsel at the direction of the Executive Director. Participate in performance management discussions in a human resources capacity. Support recruitment processes, including hiring documentation and established compensation placement practices. Review and provide input into updating policies and procedures as needed. Job Qualifications Required knowledge, skills, and abilities A Bachelor’s degree in public administration, business administration, accounting, finance, law, natural resources, or a related field; and three years of relevant professional experience, including supervisory or program management experience. Experience in the job functions listed may substitute for education. Experience implementing, configuring, or administering financial, payroll, or timekeeping software. Experience with accounting software and proficiency with Excel and Word. Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment. Ability to learn complex systems and processes quickly and to become a reliable resource to others. Extremely organized and able to manage multiple competing priorities and deadlines, with strong attention to detail. Strong leadership, verbal, written, and interpersonal skills. Demonstrated ability to work effectively with diverse groups and individuals. Highly dependable and accountable to deadlines and team members. Able to work collaboratively to accomplish shared tasks and support program staff. Must hold a valid, unrestricted Washington State driver’s license (or have the ability to acquire upon hire). Preferred knowledge, skills, and abilities Experience in government, public sector, or special purpose district finance. Experience leading or supporting a financial software conversion or system implementation, particularly in a public agency. Experience with payroll, billing, BARS, general accounting principles, and state and federal audits. Experience with local, state, and federal contracts and grants through different funding agencies. Knowledge of and/or experience providing human resources support to staff, including employee relations and personnel documentation. Experience working in a represented workplace. A working knowledge of government procurement processes. A professional knowledge of the policies and practices of conservation districts. Experience with Blackbaud Financial Edge NXT. Physical Requirements and Working Conditions This position works primarily in an office environment. This position requires the ability to: Operate a computer almost constantly throughout a standard workday. Remain in a stationary position for long periods of time in a standard workday. Use finger dexterity and fine manipulation. Hear and speak to exchange information in person, on the telephone, and via video conference. Occasionally work beyond an 8:00 a.m. – 5:00 p.m. schedule or on the weekend. Drive a District vehicle when travel is needed. Work Location The position is based out of our Lake Stevens office. Some essential functions of this position require in-office or onsite work at specific times. Given the training and knowledge transfer required at the start of this assignment, consistent in-office presence is expected during the initial months of the position. #J-18808-Ljbffr Snohomish Conservation District