(INTERNAL ONLY) BUDGET & FINANCE DEPARTMENT - BUDGET & FINANCE SYSTEMS MANAGER

Budget & Finance Systems Manager

The Budget & Finance Systems Manager works under general direction, performs a variety of complex administrative, technical and professional work required to support the activities and operations of the Budget and Grants areas of the Department. This position identifies, implements and manages technology that enhances or automates the manner in which the Department conducts business, promotes efficiencies and utilizes a consistent, data driven approach for evaluating the performance of County programs and services. This senior member makes decisions and is responsible for assisting the Assistant Director of the department with scheduling and overseeing the daily operations of the division and performs the duties of the Assistant Director in their absence.

Minimum Qualifications

Bachelor's degree in Business Administration in Accounting, Computer Information Services, Information Technology or closely related field and five (5) years of public sector related, management level experience in an administrator, financial, analytical, or consulting role in a large multi-functional organization; including two (2) years of direct experience implementing a new software system or an upgrade of an existing system for a public sector; with one (1) year of developmental supervisory or managerial experience. Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso. In order to access the County's network and systems, a personal mobile smart device is required by the hire start date.

Typical Duties

Assists in continually evaluating the effectiveness of daily operations, functions; plans, coordinates, and distributes the workload in methods to expedite and meet deadlines; Maintains and promotes high ethical standards throughout the organization and assists with maintaining a system of internal controls; Develops or identifies, implements and manages a centralized grant management system using technology and ensures system has capabilities to track deadlines, compliance requirements, and reporting obligations; Participates in the assessment, development, implementation and enhancement of new or County-wide budget, grant, and finance systems and/or modules. Configures, monitors, troubleshoots, and provides training for existing countywide systems. Ensures documentation of all processes, system configuration, and user and administrative guides Tests software installation and upgrades and investigates enhancements to current configuration. Designs, develops, tests and generates routine and ad-hoc reports for current systems and any new system in response to user needs. Identifies or creates, manages and oversees the systems and dashboards utilized by the Department that track and monitor the progress of the County's grants and general fund programs. Oversees the centralized grant management system that tracks and monitors the progress of all County grants. Develops dashboards that track County-wide KPIs and highlights County's finances. Utilizes dashboard to analyze data and works with Department leaders and Communication Department Develops grant and budget reporting as necessary to be able to report out regularly to County leaders, including for use in presentations to the Commissioner's Court. Participates in the development of performance measures and procedures, and master plans with both short- and long-term goals and objectives; provides quality service and work product as a part of the overall departmental and County-wide strategic direction; Participates in evaluation and design of workflow, processes, various operations systems, etc. among various departments; Analyzes and interprets financial data, identifies problem areas, and recommends actions to solve problems; Prepares, analyzes, and maintains staffing reports, capital project reports, and other comparative reporting; Participates in the preparation of the Government Finance Officer Association (GFOA) Budget Package; which involves but is not limited to: applies new guidelines, compiles, researches, and analyzes projects related to the departmental goals, objectives, measures, strategic plans, strategic maps, and mission statement, including policy issues, business methods, service levels, analytic models, financial reports and organizational effectiveness, includes all county funds, update the charts, budget highlights, staffing data, and judging success sections, complies statics; Participates in the preparation of the County budget; which includes but is not limited to: meets with and compiles budget information from departments, makes current year recommendations, creates, modifies, and updates new calculation scenarios, gathers and reviews performance measurement data, makes future year recommendations, resolves budget issues, reviews amended budgetary and/or staffing requesting and ensures the correct budget is reflected and that all supporting documentation is included; Assists with determining division work procedures, preparing work schedules, has direct knowledge and experience in all aspects of the operations within the division and coordinating workflow; Assists departments and provides work guidance regarding programmatic or financial reporting, or requests for funds inquiries, or other documentation required to be submitted, includes but is not limited to, solving issues through analysis, reviewing requests, ensures policies are being explained and followed; Assists with studies and standards procedures to improve efficiency and effectiveness of operations; Provides teaching, mentoring and motivation within the organization through the provision of knowledge, skills and information; is proactive and encourages employee empowerment; Provides quality service and work product as a part of the overall departmental and County-wide strategic direction, goals and objectives; Supervises multiple divisional assignments and priorities to ensure the fulfillment of divisional projects, tasks and responsibilities while simultaneously keeping their own individual assignments current; Researches and gathers materials to conduct special studies regarding department projects; organizes and maintains various administrative, reference, and follow up files; Gathers, organizes, and summarizes information for budget, grants and special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; monitors and verifies the status of budget and projects and ensures all parties are kept appraised on all matters; Establishes and maintains working relationship with county officials and federal, state and local agencies; Interacts with department heads, elected officials, and others using considerable explanation and persuasion leading to decision, agreement or rejection on complex issues; diplomacy is required; e.g., problem-solving discussions regarding responsibilities, finance, workflow, or how to facilitate service; Acts as a representative for executive management and serves as a liaison to other professional organizations and governmental entities; Monitors issues and potential regulations locally and County wide; Stays current on pending and upcoming legislative issues; May be assigned project management responsibilities on an occasional basis for certain functions, units or programs; Compiles and analyzes data, produces information, and interprets results; Develops reports, special documents, publications, and presentations as needed; Completes special projects as assigned, working on a wide variety of financial, administrative, professional, management and community issues and problems of medium to high complexity; Gathers information and articulates recommendations; handles highly confidential information; responds to correspondence, open records requests for information, etc.; Identifies resource needs; formulates and develops needs assessment with appropriate management staff; Participates in the development of organizational policies and procedures for Commissioners Court consideration and approval and makes recommendations for change and improvements to existing policies and procedures; Provides information to potential consultants, contractors, developers, legal counsel and other external entities as warranted; Prepares and completes required contract information, documents, drafts and amendments and enters information into software system and prepares correspondence for approval; Develops standardized forms for the collection and distribution of department information and/or other documents; Attends and participates in professional group meetings and stays abreast of new trends and innovations in the field of performance-based budgeting, budget and grant guidelines; Ensures completion of projects on time and within budget; Publishes relevant information in compliance with statutes, codes, and policies and procedures; Performs trend analysis, compiles and analyzes information from data, logs, tables, etc. to compose complex reports; Provides organizational improvement strategy, direction, advice, and counsel to the Commissioners Court, Department Heads, Elected Officials, supervisors, and employees; Analyzes, designs and assists with the development of organizational and individual programs and processes that result in an effective and efficient workforce, increased revenues, reduction in expenditures, and/or improved operations; Performs budget administration, prepares budget amendments, reviews and updates budget summaries and synopsis, and prints and reviews the final copy; Creates and submits reports as required by State and Federal agencies; Investigates and makes recommendations for addressing operational issues of medium to high complexity and/or sensitivity; Provides guidance to County personnel regarding the budget and grant process and ensures compliance; Supervises assigned department employees, including assigning and reviewing work, training, providing input on performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel; Motivates and works with employees to correct deficiencies; manages the career development and performance of staff assigned; meets with management staff to identify and resolve problems; Assists the public with inquiries and handles customers and non-routine problems; responds to open records requests as necessary; responds to problems, adjusts errors and complaints; Provides support, leadership, and direction in the development of progressive short- and long-range plans and goal setting; As directed, represents the County's interest at various meetings and conferences; conducts research and assists with coordinating program planning and the development of information materials; prepares and delivers various presentation and trainings; Serves in an administrative capacity in meetings; Assists with monitoring and ensuring compliance of policies & procedures; analyzes department's operating expenses; Performs inter-departmental audits and assists with maintaining a system of internal controls; provides training and participates in cross-training (trains users on County systems); Ensures accounting transactions have been posted accurately, prepares financial reports in a timely manner; Oversees available balance of operating expenses; ensures funds will be available, recommends to department a transfer of funds; re-verifies department approved requests are correct and updated in the system; Monitors County funds in assigned division while maintaining efficiency and accuracy of accounts for funds coming in and/or going out of the County; reviews disbursements, receipts, and