Director of Finance/Clerk Treasurer

Job Description

Job DescriptionSalary: $119,671.50 - $142,894.02

Job Title: Director of Finance/Clerk Treasurer

Reports to: City Manager

EEO Category: Officials and Administrators

Status: Exempt

Basic purpose of the job:

Manage all activities of the Finance department, assuring that proper internal controls are in place to safeguard the Citys assets, and ensure accurate and timely reporting of the Citys financial results. Lead the Citys financial pursuits in a pro-active manner through analysis of profit centers and cost control, including ensuring the City operates within allocated budgets. Provide ideas and observations for consideration by City Manager, City Council, and Department Directors. Provide administrative support to the City Manager when requested.Attend all City Council meetings as the representative of the Finance function of the City.

Essential job duties and responsibilities:
Organize and monitor daily accounting office functions.

• Assure that proper internal controls are in place to safeguard City assets.
• Ensure the accuracy of financial transactions through timely review and required approvals
• Monitor capital improvement and grant funds, including financial reporting of ongoing projects within the City and provide information as needed.
• Provides Clerk-Treasurer functions for public meetings, public disclosure and other areas required by City and State requirements
• Supervise and monitor:
  • Accounts payable and accounts receivable functions to ensure proper segregation of duties, proper approvals and authorization, and proper coding to account balances, funds and budgets.
  • Ensure the accurate and timely preparation of payroll and related tax filings.
  • Preparation of monthly reports of revenues and preparation of quarterlyassessment and payment of State sales tax and other legally mandated financial obligations.
  • Reconciliation of accounts monthly to appropriate source documents, including bank accounts, receivables, payables, accrued expenses, and long-term debt.
  • Transfers between funds so that they are in compliance with the current annual budget and accepted accounting practices, including reconciliations within the funds.
  • Initialization of customer service and appropriate forms relating to formal complaints, ultimately forwarding these complaints to the City Manager for review and routing to the appropriate department for action.
  • Supervises the preparation of the processing, mailing and reporting of utility billing.
  • Update of the Municipal Code for the City as directed by City Council.
  • Purchasing and monitors compliance with City, State, and Federal purchasing requirements.
• Acts as a signature authority for payroll warrants, claim warrants, treasurer checks, checking and banking accounts, investments, and other financial instruments as needed.

Preparation, responsibility, and communication of accurate and timely financial information.

• Ensure that all accounting practices meet acceptable BARS Code and comply with Washington State requirements.
• Prepares monthly and yearly financial reports for the City as appropriate.
• Analysis of and reporting of City trends and provide pro-active observations to enhance financial results through cost control.
• Work with City Manager to develop key performance metrics to drive efficiency, high level of customer service, and employee performance
• Responsibility and maintenance and leadership of annual financial operating and capital budget.
• Present quarterly and/or monthly financial reports at City Council meetings.
  
• Acts as primary liaison with the State Auditors Office for their audit of City financial statements, accountability, and grants (as applicable).
• Prepares long-range financial forecasts including revenue and expenditure estimates.
• Makes actionable recommendations on both strategy and operations.
• Oversees long-term budgetary planning and cost management to ensure alignment with the City plans and goals.

Supervision and development of finance department staff.

• Ensure that each department employee has a clear understanding of their job description, role, and responsibilities.
• Set measurable performance goals for each employee and incorporate into periodic performance reviews.
• Develop a high level of skill in each department employee to allow for increased responsibility
• Delegate appropriate levels of responsibility to employees under your supervision to allow for professional growth.
• Perform periodic performance reviews indicating areas of strong performance and areas for improvement.

Other areas of responsibility

• Invests surplus funds and determines when to transfer funds from investments to the working capital of the City under the direction of the City Manager.
• Acts as a secretary to the Firemans Relief and Pension Boards including preparation of minutes.
• Carries out assigned personal and department roles in the event of an emergency.

Supervisory responsibility:

Responsible for direct supervision of Assistant Clerk-Treasurer, Utility Clerk, and other City Hall office staff as appropriate.

Contacts and Work Environment:

This is a high visibility position that interacts daily with customers, vendors, employees, and various representatives from the community. Part of your job performance requires that you maintain a positive attitude and make a commitment to competence, job knowledge, pride, professional appearance, courtesy, and excellence in customer service.You are expected to address issues with an attitude of cooperation and to resolve problems professionally.

Minimum education and experience requirements:

The qualifications and requirements listed below are representative of the knowledge, skill and/or ability required to perform the job successfully:

• Minimum four-year bachelors degree in accounting or related field.
• CPA certification, which include minimum yearly hours of continuing professional education strongly preferred.
• Minimum of 8 years accounting experience, including expertise in governmental fund accounting and/or education or experience, which provides an equivalent background that may be substituted as equivalent.
• Minimum of 5 years direct supervisory experience.
• Expected level of competency in the use of computers, copiers, and standard office machines.
• Expected high level of competency in the use of spreadsheets, word processing, and accounting applications.
• Demonstrated expertise in business writing.

Additional skills/characteristics needed to perform the job:

To perform the job successfully, the successful applicant should demonstrate the following skills/characteristics to perform the essential functions of this position:

• Analytical analyze complex or diverse information
• Problem solving Identify and resolve problems in a timely manner; gather and analyze information skillfully.
• Oral communication speak clearly and persuasively in positive or negative situations, demonstrate group presentation skills.
• Delegation delegate work assignments, give authority to work independently, and set expectations and monitor delegated activities.
• Leadership inspire and motivate others to perform well, accept feedback from others.
• Management skills include staff in planning, decision-making, facilitating and process improvement; make self-available to staff; provide regular performance feedback; develop subordinates skills and encourage growth.
• Quality management look for ways to improve and promote quality and demonstrate accuracy and thoroughness.
• Judgment display willingness to make decisions, exhibit sound and accurate judgment and make timely decisions.
• Planning/organizing prioritize and plan work activities, use time efficiently and develop realistic action plans.
• Safety and security observe safety and security procedures and use equipment and materials properly.

Key performance expectations:

• Achieve a high degree of customer satisfaction.
• Delegate non-supervisory functions to staff.
• Maintain high level of quality in financial reporting.
• Improve/create support processes.
• Provide steady analysis of fund performance and ideas for improvement.
• Enhance professional skillset to match forward thinking mindset.

Physical Demands:

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

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. The noise level in the work environment is usually moderate.

Benefits:

• Medical, Dental, Vision with City contribution towards premium
• Retirement through WA State Department of Retirement (DRS)
• HRA VEBA contribution
• Group life insurance
• PTO including vacation and sick time accrual, paid holidays (13), and personal holidays (4)
• Continued education opportunities
• Flexible schedule
• Free membership to the recreation center for you and your family
• A culture that promotes wellness with 3 wellness hours per week.

The above statements are intended to describe the general nature and level of work being performed by those assigned to this job. They are not intended to be an exhaustive list of all duties and responsibilities required of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned which are not considered essential and may not be listed here.