Assistant Finance Director

Assistant Finance Director
City of Green Cove Springs
 Green Cove Springs, Florida
Job Description

This position performs highly responsible and technical administrative and management work in the Finance, Customer Service, and Purchasing Departments, complex computerized accounting work in connection with the City's utility services and financial management activities, and procurement of high-quality equipment, products, and services for the City. This employee is under the general direction of the Finance Director but is expected to work independently exercising judgment and effectively communicate to Finance Director. Responsible to interact 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.
  • Provide direct supervision over assigned staff, and in doing so, insure to the greatest extent possible the 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’ appropriate improvement.
  • Handles customer complaints if needed.
  • Sets commercial deposits and reviews periodically to make sure they are sufficient.
  • Works with programmers on problems and/or changes.
  • Troubleshoots computer problems.
  • Assists Finance Director in preparation of Annual Operating Budget and Capital Improvement Plan.
  • Assists in preparation of financial worksheets for auditors.
  • Complete surveys relative to utilities.
  • Operates the Integrated Financial Management System for all general ledger programs.
  • 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.
  • Assumes responsibility for purchasing materials for the City.
  • Prepares, as directed, cost estimates for projects and assists Department Heads with preparation of specifications to solicit competitive bids and/or quotations for equipment, materials, services, and supplies.
  • Prepares and handles City credit applications and credit card files.
  • Attends and conducts bid openings.
  • Reviews bids and makes recommendations with various City departments for City Council action.
  • Meets with vendors to obtain information about their products and establishes new sources of supply for City warehouse inventory or other department requirements.
  • 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.
  • Prepares oral and written reports, correspondence, bid advertisements, specifications, and listings.
  • Maintains accurate purchasing files, records, and reports, as required.
  • Works with architects, engineers, and other professional agencies on documents.
  • Ensures owners/contractors act in accordance with contract documents (i.e. specifications and pricing).
  • Maintains files for State of Florida contracts, Florida Sheriffs association contracts, Clay County contracts, and other governmental agency contracts for City use.
  • Prepares staff reports, contract extension notices, award letters, and addendums for bids.
  • Prepares and tracks bids/RFP packages for distribution to the public.
  • Tracks all contract expiration and renewal dates.
  • Maintains Local Business Preference Vendors and Preferred Vendor's Lists and tracks scorecard for contractor performance evaluations.
  • Updates the Purchasing Manual and ensures compliance with manual.
  • Files state and federal tax returns in absence of Financial Management Analyst.
  • Reconciles bank accounts, prepares revenue reports, handles red light camera program, and prepares adjusting entries in the absence of Financial Management Analyst.
  • Reviews accounts payable check run for accuracy and compliance with rules.
  • Performs other related duties as assigned.
  • Assume 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.
  • Review and approve all journal entries, month-end entries, year-end entries, budget transfers and amendments, as needed in a timely manner.
  • Assume primary responsibility for all contract and grant billing and management (including FEMA reimbursement activities) and monitor all accounts receivables to ensure City receives payments as appropriate.
  • May be required to return to work to assist with emergency management preparation response and/or recovery activities.

MINIMUM QUALIFICATIONS:

Education and Experience:

  • 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.

Licenses or Certifications:

  • Possession of a valid Class "E" Florida Driver’s License and compliance with vehicle use policy requirements, Section 8.15(c) in the City's Personnel Manual.
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