Under general supervision, performs fiscal control and accounting work for the County Finance Department. Work involves analyzing financial transactions. Work involves preparing financial reports and schedules to control and account for funds involved in capital construction projects for schools. Employee is also responsible for performing internal audits, monitoring activities of department to ensure compliance with various Federal and State reporting laws; monitoring budget for County districts and preparing various fiscal reports. Employee is responsible for budget preparation for the Finance department. Employee supervises department employees and serves as back up to the Assistant Finance Director. Reports to the Finance Director.
Essential Functions:
Supervises an administrative secretary, an accounting technician III and an accounting clerk which involves such duties as instructing, assigning and reviewing work, maintaining standards, acting on employee problems, selecting new employees, and recommending discipline, termination and salary increases.
Manages and supervises daily accounting operations of the Finance Department including cash receipts and accounts payable/purchasing.
Reviews and approves purchase orders for proper encumbrance.
Prepares budget for Finance Department and assists with annual budget ordinance.
Reconciles and reviews bank statements and other subsidiary accounts to the general ledger.
Assists with data analysis, summarization, balancing and review of the County's comprehensive Annual Financial Report.
Performs internal control audits over all County cash accounts.
Analyzes and journalizes property tax transactions and balances the associated subsidiary ledger trial balances to the general ledger balances.
Monitors the budget for the County's 28 districts and submits for payment their monthly taxes collected remittances.
Analyzes property and motor vehicle assessed valuation tax reports and assists the County Assessor and Tax Collector in the preparation of the annual valuation and levy report.
Assists in preparation for annual audit by outside agency, including journal entry adjustments, account analysis, and preparation of detailed financial schedules.
Serves as lead person for communications with schools on school capital projects. Approves school requests for payment of invoices on school building projects from the related bond issuances. Analyzes and tracks school spending of County funds.
Performs administrative duties.
Receives and reviews records, reports, documents, charts, graphs, payments, etc., such as purchase orders, budget amendments, bank statements, accounts payable invoices, time sheets, payroll records, tax records, departmental budgets, leave requests, deposit tickets, daily reports, etc.
Prepares records, reports, charts, graphs, etc., such as journal entries, budget amendments, TR-1 reports, memorandums, finance debt budgets, payroll records, bank reconciliation reports, school spreadsheets, etc.
Refers to manuals, texts, drawings, documentation, etc., such as Union County Purchasing Policy, Union County Comprehensive Annual Financial Report, Union County Budget Ordinance, Union County Accounting Procedures Policy, GASB General Statutes, Governmental Accounting, Auditing and Financial Reporting Guide, Payroll Management Guide, U.S. Master Tax Guide, The Local Government Budget & Fiscal Control Act, etc.
Interacts with department heads, immediate supervisor, co-workers, subordinate employees, school personnel, town and County citizens.
Utilizes equipment such as calculators, fax machines, personal computers, mainframe computer, printers, copiers, shredders, etc.
Utilizes computer software such as MUNIS, Smart Connection software, Windows, Microsoft Office, etc.
Utilizes clerical supplies.
Primary backup to Assistant Finance Director.
Primary backup on payroll.
Fills in for Finance office personnel when absences occur.
Lead researcher on pertinent tax issues.
Performs other related duties as required.
Education and Experience:
Graduation from a four-year college or university with a degree in accounting, business administration or a related field, and three to five years of experience in general accounting or governmental accounting; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Special Requirements:
Certified Public Accountant.
Minimum Qualifications or Standards Required to Perform Essential Job Functions:
Physical Requirements: Must be physically able to operate a variety of automated office machines which includes computers, printers, calculators, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Job is rated as sedentary.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving/receiving instructions, assignments and/or directions.
Language Ability: Requires the ability to read reports and correspondence, invoices, checks, payroll reports, and revenue reports, etc. Requires the ability to read and analyze general ledgers, billing invoices, financial statements and schedules, and other required accounting reports and information. Requires the ability to prepare financial reports using prescribed formats.
Intelligence: Requires the ability to apply principles of rational systems as applied to accounting processes and methods to solve practical problems and deal with a variety of concrete variables; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to use and interpret government accounting terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals; college algebra and statistical theory.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing work with interruptions, under minimal levels of stress and meeting tight deadlines.
Physical Communication: Requires the ability to talk and/or hear : (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).
PERFORMANCE INDICATORS
Knowledge of Job: Has considerable knowledge of Federal, State and local laws pertaining to fiscal reporting. Has considerable knowledge of the principles and practices of general governmental accounting. Has considerable knowledge of Federal and State regulations, procedures and reporting requirements. Has specialized knowledge of government accounting and tax laws. Is able to compile and analyze financial statements and reports. Is able to use office equipment, including the application of electronic data processing, file maintenance systems, and software programs in the analysis of fiscal data. Knows how to manage day to day fiscal operations for the department. Knows how to follow the principles of management and supervision. Knows how to follow time management principles. Has knowledge of the current literature, trends and developments in the fields of governmental accounting, public finance administration, etc. Is able to maintain standard accounting and control measures for County government. Is able to exercise independent judgment and initiative in completing assigned tasks. Is able to prepare accurate required reports. Is able to establish and maintain effective relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co-workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, County policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to County policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self reliant and self starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with County policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, County employees in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the County. Interacts effectively with fellow employees, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the County and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the County regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means, and timing to achieve the goals and objectives of the department and the County. Within the constraints of County policy, formulates the appropriate strategy and tactics for achieving departmental and County objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and the County.
Organizing: Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all County and department matters affecting them and/or of concern to them.
Staffing: Works with Finance Director to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and County. Personally directs the development and training of department personnel in order to ensure that they are properly inducted, oriented and trained.
Leading: Provides a work environment which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feed-back to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of County goals and objectives.
Controlling: Provides a work environment which is orderly and controlled. Coordinates, audits, and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of County standards, methods and procedures.
Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.
Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of department and County. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.
Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers their suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.
Policy Implementation: Has a clear and comprehensive understanding of County policies regarding the department and County function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.
Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the County and continually reviews department policies in order to ensure that any changes in County philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same.
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