Budget, Finance and Special Projects Officer

WORK LOCATION: West Annex - 1st Floor

PAY GRADE: O, Exempt

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Monday - Friday

HOURS WORKED: 8:00 a.m. - 5:00 p.m.

APPLICATIONS WILL BE RECEIVED THROUGH: Open Until Filled

JOB DUTIES

ESSENTIAL DUTIES:

Under the direction of the Administrative Services Director and Deputy Administrative Services Director this position will be responsible for the complex professional and administrative budget work, year-end financial statement audit process, implementation of various electronic systems that impact financial operations and internal processes and procedures of the day-to-day operations of the Administrative Services Department.

Position will directly supervise a team of three accountants who will collectively assist in achieving the objectives and directives set forth in this position by the Administrative Services Director and Deputy Administrative Services Director. Position will lead, guide and develop these staff members to affectively achieve assigned tasks.

Position requires excellent customer service skills, establish and maintain effective working relationships with other employees, officials, and all members of the general public. Position will explain, interpret, justify, and defend department programs, policies, practices, actions, and activities for both internal and external customers along with department employees.

Plans, organizes, coordinates, prepares, and administers the annual City-wide budget. As part of this process this position:

1. Coordinates the annual budget process from commencement to completion.
2. Coordinate with all City departments and divisions for their input of their proposed expenditure budgets.
3. Coordinate with all City departments on estimation of earned program revenues and estimates all general fund related revenues.
4. Oversees the Cost Allocation Plan and integrates the Plan into each annual budget.
5. Coordinates all meetings between City departments, divisions and the City Manager's Office.
6. Assists the Administrative Services Director and City Manager with all budget hearings/presentations.
7. Prepares, compiles and distributes all budget documents including, but not limited to, the public budget presentation, the preliminary and final budget books, line-item detail budget book, capital improvement plan and program budget book.
8. Ensure compliance with all requirements of the Government Finance Officers Association's (GFOA) Distinguished Budget Presentation award program and submit the City's program budget book for annual award consideration.
9. Monitors City wide budget for compliance.

• Proposes budget adjustments to the City Council as needed.
• Responsible for timely fund line-item budget adjustments.
• Responsible for successful submission and approval of each budget adjustment in accordance with the Department of Finance and Administration Local Government
• Divisions (DFA LGD) Local Government Budget Management System (LGBMS).
• Works closely with the DFA LGD assigned Budget & Finance Analyst.

10. Provides technical assistance to City employees related to budgeting matters, as needed.

11. Performs any other budget function assigned that may not be listed above.

Assists the Deputy Administrative Services Director with monthly, quarterly and annual financial matters including, but not limited to, the following:

1. Performs detailed review of the monthly financial reports created by the team and distributes these reports to the involved department/division head.
2. On a monthly basis, annualizes the City's gross receipts tax collections, books the activity within the City's ERP system, updates all routine reports and submits to the Administrative Services Director.
3. After the quarter is closed, responsible for timely analysis and submission of the City's quarterly activity to be uploaded to the DFA LGD LGBMS. This includes uploading of all required supporting documentation and working with the assigned Analyst to answer any questions.
4. Supervises the complete general government fixed asset reporting lifecycle and management of these assets within the City's ERP system.
5. Supervises the complete lodger's tax reporting and collection process.
6. Assists the Deputy Administrative Services Director with any and all aspects of the annual financial statement audit to include, but not limited to, development of supporting auditor schedules, pulling of auditor support, drafting of the Annual Comprehensive Financial Report (ACFR), and submission of the ACFR to GFOA for the Certificate of Achievement for Excellence in Financial Reporting Award.
7. Assists the Deputy Administrative Services Director with any and all aspects, as directed, of the Popular Annual Financial Report (PAFR) including submission to GFOA for the PAFR award program.
8. Under the direction of the City Treasurer, works in conjunction with the Deputy Treasurer for all investment related matters including, but not limited to, evaluation of securities to purchase, reporting and review/update of the investment policy.
9. Provides technical assistance with the City's debt management activities, including quarterly analysis of the long-term debt portfolio and preparation of the long-term debt report and maintenance of debt service schedules and the City's total debt obligation. Works with the Director and Deputy Director to perform analysis of new debt options.
10. Provides technical assistance to City employees related to financial matters, as needed.
11. Performs any other financial function assigned that may not be listed above.

Responsible for successful completion of any assigned special project which may include the development of said special projects. Special projects can be in any form to include, but not limited to, internal policy/procedure review of the Administrative Services Department or another City department/division. Special projects may also include implementation of various electronic software that assist City Departments in their day to day operations and are connected financially and, therefore, require involvement from the City's Administrative Services Department. Special projects may also be assigned as a special request from the City Manager or another department/division. Finally, special projects could include the implementation of a new ERP System.