Deputy Finance Director

Deputy Finance Director
Lake County Government Finance Department
 Leadville, Colorado
Job Description

Position Summary:

The Deputy Finance Director position within the Lake County Government Finance Department is a newer position with new leadership within the Finance Department. This position is part of an evolving and growing Finance team, where we thrive on creativity and new ideas. Our team is looking for someone with a strong accounting and audit background who understands common accounting functions and procedures including, but not limited to, payroll, accounts payable, journal entries, bank reconciliations, GL account reconciliations including liability account reconciliation, and month-end & year-end close. Additionally, this person should fully understand government accounting (fund accounting) and be familiar with audit and GASB standards. The person the finance department is seeking will also be familiar with grants, contracts, and contract retainage. The incumbent for this role is responsible for reviewing and managing the work of the core accounting team members and must demonstrate excellent leadership qualities. The person selected for this role will be someone who can manage projects, properly delegate assignments, and ensure quality work. The Finance Department is a fast-paced environment with hard deadlines so the person in this role will often be expected to “rise to the occasion”. The Deputy Finance Director is responsible for overseeing the production of timely and accurate accounting reports and financial statements for all County departments and offices. The Deputy Finance Director will work closely with the County Auditor at year-end to produce annual financial statements and the Single Audit. The person selected for this role will have outstanding communication skills as they work closely with department leadership on a regular basis.

General Duties and Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions:

  • Exercises Direct and indirect supervision of employees of accounting operations including but not limited to Accounts Payable Specialist, Accounting & Reporting Specialist, Payroll Coordinator, and the Accountant. May review the work of and supervise the Grants Administrator and Budget & Policy Advisor.
  • Coordinates staff trainings; assign and direct work; conduct and participate in the interview and selection process; manage and conduct performance evaluations, makes recommendations impacting pay, status, and disciplinary action; evaluates performance independently or in conjunction with a higher-level supervisor/manager; approves time off in accordance with County policies and procedures.
  • Responsible for the management of the annual audit and assigning duties as needed to ensure a timely annual audit in accordance with state statutes and proper internal controls.
  • Develops, plans, implements, and monitors accounting operations, financial policies, and the purchasing card program goals, standard operating procedures (SOPs), objectives, and priorities.
  • Oversees, reviews, and approves the payment process for Accounts Payable & Payroll
  • Reviews and approves journal entries, bank reconciliations, and payroll and account payable registers.
  • Oversees and assigns work centered around researching and canceling outstanding and/or uncleared checks (warrants) and oversees the year-end outstanding checks, write offs and unclaimed property.
  • Notifies department of actions taken, issues and procedures relating to financial and budgetary policies.
  • Administers/oversees the purchasing card program and purchase card policy.
  • Solely responsible for managing the Finance Chart of Accounts (COA) to include creating new account codes, managing grant account codes, managing COA projects, advising departments on proper use of accounts, and assisting with COA policy changes.
  • Reviews, and approves and/or prepares and processes monthly reconciliation payments.
  • Monitors open payable accounts by pulling an Open Payable Report from accounting software.
  • Oversees document retention policies for accounting operations, including payroll, accounts payable invoices and purchasing card documentation to insure they are properly imaged and retained through the financial management system; determines the most effective method(s) to retrieve and store data; ensures security/confidentiality is maintained in the system.
  • Develops, implements, interprets, and monitors County-wide financial policies and procedures that relate to accounting operations and the purchasing card program.
  • With the assistance from the Finance Director, helps plan, manage, and delegate tasks for major system upgrades and enhancements that impact accounting operations and the purchasing card program, including creating and carrying out system test plans and ensures mock runs are done.
  • Oversees the process for the accounting operations of purchasing card systems support (Wells Fargo).
  • Serves as the primary Module Master of the finance system for Accounts Payable, Bank Reconciliation, Common, Fixed Assets, General Ledger, Purchasing Card, and as needed the Position Budgeting Module. This will require in-depth knowledge of these modules to identify, troubleshoot, and resolve functional related issues.
  • With the support of the Finance Director, helps maintain the financial management system as it pertains to accounting operations and purchasing card functions; works with finance office staff to implement interfaces from other systems.
  • With the assistance of the Accounts Payable Specialist, hold quarterly Accounts Payable training sessions for other County personnel.
  • Oversees and manages annual reporting including but not limited to 1099s (1096), W-2s (W-3), HUFT report, and CTF report, etc.
  • Create, develop, manage, record, and balance the Finance department grant management workbook. This requires knowledge of federal and state grants.
  • Soley responsible for producing the annual SEFA report as a part of year-end.
  • Assist/leads the finance team on the annual capital asset inventory assignment.
  • Manages the Fixed Asset Module in accounting system,
  • Maintains records retention processes using the County’s retention policy.
  • Oversees CORA requests & other public document requests and communicates with vendors, auditors, and other outside agencies as needed.
  • Oversees the work performed in researching, analyzing, and producing financial records for internal and external reporting purposes, including publications, to demonstrate County compliance with state statutes.
  • Administers and oversees internal operating procedures for accounting operations and purchasing cards; reviews and modifies procedure, policies, and SOPs (Standard Operating Procedures), to include procurement policies, travel & reimbursement policy, contract & retainage policy, grant policies, etc.
  • Assists and works directly with Finance Director and Department Directors in the development of their annual budget, code revenues and expenses to general fund accounts, submits reimbursement requests to State and Federal agencies, and reconciles reports with the County’s general fund.
  • Oversees and manages the preparation and distribution of all financial reports and other financial analyses as needed.
  • Completes an analytical review of various programs, creates financial statements, and reports all material variances to the Finance Director, County Manager, and County Commissioners.
  • Provides training and conducts technical consultations for employees and Departments as needed.
  • May assist, oversee, and manage the following for the County’s Annual Budget (alongside with the Budget & Policy Advisor and Finance Director): the creation and distribution of monthly budget reports for Departments, preparation of annual budget requests, collection, and review of departmental budget submittals for accuracy and completeness in accordance with specified deadlines, maintenance of all budget information for the assigned County Departments and Offices throughout the budget process and assists with the distribution to the Public.
  • Serve as the liaison for the Finance Department with other Departments and outside agencies.
  • Attend and participate in professional group meetings, maintain awareness of new trends and developments in the field of municipal account and incorporate new developments as appropriate.

Monthly Duties:

  • As the Deputy Finance Director this role is responsible for the below monthly items:
  • Identify & track fixed asset additions and disposals and document Acquisition / disposal date, Asset description, Proceeds received on sale / disposal.
  • Run A/P Aging report and verify that total agrees with balance on trial balance.
  • Review AP Aging for significantly past due items.
  • Track Contract retainage, manage contracts retention records, and track contract/project balances.
  • Manage and track grants with the grant tracker workbook for expenses & revenue and compliance with the grant agreement.
  • Review the work of the Accountant at month-end, to include bank reconciliations, DCS & Monthly Fund Balance tracker, AP liability account reconciliation, journal entries, prepaids, etc.

Year-End Duties:

As the Deputy Finance Director this role is responsible for the below year-end items:

  • Review AR Aging report & tie out to Trial Balance and determine if any AR balances need written off (give to accountant to record write offs)
  • Identify fixed asset additions and disposals at year end document the following Acquisition / disposal date, asset description, Proceeds received on sale / disposal.
  • Prepare Capital Assets Roll-forward Schedule.
  • Prepare CIP Roll-forward Schedule and Obtain support for Completed projects and review invoices for project retainages.
  • Run A/P Aging report and verify that total agrees with balance on trial balance and review for significantly past due items and address outstanding payable items.
  • Prepare Unearned Revenue Roll-forward Schedule.
  • Prepare Long Term Debt Roll-forward Schedule.
  • Check for expenses that should have been capitalized rather than expensed.
  • Perform and complete the SEFA Report
  • Review the year-end work of the Accountant and Payroll Coordinator to include, but not limited to year-end journal entries, accruals, recording of depreciation, year-end prepaid true up, taxes, AR, deferred revenue, interest, GASB JE entries, grant revenues to include intergovernmental receivables, compensated absences, forfeitures, and contributions.

Supervisory Responsibilities:

  • Oversees finance office staff under the Finance Director.

Notice of Emergency/Disaster Responsibilities:

All Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.

Other Duties:

Please note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements:

  • Graduation from an accredited College or University with a bachelors degree in accounting, finance, business, public administration or a closely related field preferred.
  • Minimum of three (4) years of progressively responsible governmental accounting or other relevant finance work/education experience.
  • At least 2 years of proven leadership experience in an accounting or finance capacity is required.
  • Knowledge and experience with government accounting principles including audit and GASB standards
  • Ability to conduct long range financial planning.
  • Experience with Tyler ERP Pro 10/Encode preferred.
  • The ideal candidate will be a strategic, forward thinking, collaborative leader with the ability to effectively communicate complex financial information to a wide variety of audiences.
  • Travel to conferences or events within and outside of the State of Colorado may be required.
  • Proficiency in English and Spanish preferred.

Preferred Experience:

  • Previous Government Accounting experience.
  • Knowledge of GASB and audit standards
  • Experience with Tyler Accounting software, and especially with Incode (ERP Pro 10)
  • Master's in accounting, CPA, CIA, or any other accounting credentials are a bonus!

Work From Home Opportunity:

This role may allow for the occasional work from home (WFH) in the event the incumbent can’t hold regular office hours. While the demands of this role are intended to be onsite and in-office, WFH may need to be used occasionally in this role. At Lake County Government, we prioritize efficiency and productivity but also a culture of innovation and continuous improvement, allowing our employees to thrive in an environment that encourages creative problem-solving and growth. WFH is considered one of many benefits offered by Lake County and is granted with Department approval alongside proven work performance and productivity standards. Some initial training may require additional onsite hours or days. WFH is at the discretion of department leadership and the Finance department allows up to 3 WFH days per week and up to 8 hours per day.

Hazard Notice:

Will work from an office environment.

Physical Activity & Work Environment:

  • Ability to work indoors in an office environment with prolonged periods of sitting at a desk and working at a computer.
  • Ability to lift up to 25 pounds.
  • Ability to see close up and far away, with or without glasses or contacts.
  • Ability to work outdoors in inclement, hot, or cold weather as required by attendance of County events or local emergencies.
  • Sitting - More than 50% of the time
  • Walking - Less than 50% of the time
  • Standing - Less than 50% of the time
  • Using hands/fingers to feel or handle items - More than 50% of the time
  • Talking or hearing - More than 50% of the time
  • Lifting, moving, or exerting force of up to 10 lbs. - Less than 50% of the time
  • Seeing up close - More than 50% of the time
  • Seeing long distances - Less than 50% of the time
  • Use of peripheral vision - Less than 50% of the time
  • Adjusting and focusing vision - More than 50% of the time
  • Working indoors in an office environment - More than 50% of the time

EOE Statement:

Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.

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