Finance Supervisor

Description

DEFINITION/PURPOSE:

Plan, organize, direct, coordinate, and monitor the Authority’s program of general accounting, payroll and fiscal record keeping functions. This includes the review and evaluation of accounting systems and methods, the conduct of ongoing budget review and analysis. Assists the Director of Finance/Director of Development in the development and implementation of a fiscal plan that maximizes the funds available for the Authority’s use in accomplishing its goals and objectives. Provide fiscal management advice to the Director of Finance/Director of Housing Development.

DISTINGUISHING CHARACTERISTICS:

This single position management classification is responsible for the management and administration of the systematic recording and reporting of financial and budgetary transactions of the Authority, which are major elements of staff support for the Authority’s mission. It differs from all other classifications in that it solely responsible to the Director of Finance/Director of Housing Development for the effectiveness, efficiency, and success of these programs as a department head.

SUPERVISION RECEIVED AND EXERCISED:

Operates under the direct supervision and general direction of the Director of Finance/Director of Housing Development with significant independence.

Provides direct and indirect supervision to assigned professional, technical, and clerical personnel.

ESSENTIAL JOB FUNCTIONS: Duties include, but are not limited to, the following:

• Direct the preparation of a variety of periodic financial statements and reports involving various complex journal entries and reporting requirements. Conduct studies and prepare reports on Authority operations, including capital outlay projects for a variety of projects and funding sources.

• Receive requests from departments and meet with various department heads/staffs and individuals to resolve accounting and budgetary issues. Resolve issues of concern, solve, and prevent problems related to accounting and fiscal reporting.

• Participate in the selection of department staff. Responsible for departmental workload assignments, employee training, motivation, supervision, and evaluation. Recommend salary increases and take disciplinary action as necessary and authorized. Approve leave requests and timecards.

• Compile and submits estimates of revenue for the budget year. Review expenditure throughout the budget year. Attend staff meetings on budget matters and keep abreast of legislative changes and programs that may have an impact on budget needs.

• Undertake special assignments as directed by the Director of Finance/Director of Housing Development.

• Supervise the preparation of monthly activities and status reports.

• Respond to and resolve issues pertaining to department programs. Advise Director of Finance/Director of Housing Development in a timely manner, of necessary actions, problems, or requirements.

• Assist in the development of Authority policies and procedures implementing Federal, State, and local directives and statutes and other Authority programs; and, as applicable, procedures for department activities and programs.

• Maintain adequate monitoring and reporting systems to ensure the adequacy, quality, and timeliness of departmental work. Hold and conduct regular staff meetings, to include the communication of and training in Authority policies.

• Maintain regular and consistent attendance.

• Responsible for coordinating the preparation of budgets for the specialized aspects of programs and developmental activities of the Authority and assisting with the development and preparation of the Authority-wide budget.

• Work with the various department managers in the preparation of specialized budget revisions and treatments of budget changes required as a result of diverse funding sources, as necessary.

• Analyze monthly budgetary variances for expense control purposes and prepare applicable reports.

• Research and prepare monthly specialized financial reports and schedules for each of the properties and/or development projects for the Authority and other agencies or funding sources as necessary. Research and prepare similar quarterly, semi-annual and annual reports and schedules for Authority and other agencies and funding sources.

• Assist in the preparation of year-end schedules for auditors and perform special account analysis for the audit.

• Enter, adjust, and maintain necessary information in the Authority’s computer system. Maintain financial statement formats for Board reports and internal and external reporting utilizing those formats required of the various funding agencies or private sources.

• Analyze and document internal controls required by various funding sources.

• Analyze monthly administrative and maintenance charges, cost accounting, and allocation systems for accuracy and reasonableness.

• Confirm accuracy of general ledger on a test basis.

• Undertake the most difficult special projects as requested by the Finance Director.

• Work with department heads, other agency and private funding sources, and their key staffs to remedy internal and external audit findings through application of technical assistance and training.

• Monitor expenditures by and accountability of agency officials, as well as evaluate the accuracy of agency reports and records.

• Advise Finance Director, in a timely manner, on necessary actions, problems or requirements. Bring opportunities for innovative use of funds to the attention of the Finance Director.

• Assist in the development of department policies and procedures implementing Federal, State, and local directives, statutes, special funding, and other Authority programs.

• Maintain regular and consistent attendance.

• Perform other essential job functions.

OTHER JOB FUNCTIONS:

• May represent the Authority at public meetings and conferences.

• May act as Director of Finance/Director of Housing Development on a relief basis

• Perform related duties as assigned.

Requirements

SPECIAL REQUIREMENTS:

Knowledge of – Principles and practices associated complex general accounting and financial record keeping and General Accepted Accounting Principles (GAAP). Principles of governmental accounting, budgeting, fiscal procedures and methods, and laws and regulations applying to accounting operations regulated under HUD. Internal auditing procedures. Budget development and administration. Personnel practices, supervision, training, and administration. Public housing laws, program and agency rules, regulations, standards, and programs. Computer database systems and MS Excel and Word.

Ability to – Plan, organize, direct, and coordinate work in a manner conducive to full performance. Contend with a constantly changing environment and lead in effecting change. Effectively train, supervise, and evaluate subordinates. Maintain confidentiality. Analyze, interpret, and prepare financial statements and reports. Forecast trends based on available date and conduct variance analyses. Designs and implement new, improved accounting and record keeping systems, including computerized systems. Comprehend and interpret complex rules, regulations, and laws. Establish and maintain effective working relationships with others. Communicate complex ideas clearly and effectively both orally and in writing; and speak effectively before groups. Compile and compare clear and concise reports. Prepare and work within established budgets. Operate a personal computer using various Windows-based applications programs.

Licenses and Certificates – Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority.

Physical Abilities and Work Environment – Must have the ability to drive an automobile, sit for lengthy periods of time, climb, stretch, bend, walk over uneven ground, and operate keyboard equipment. Most of the work is conducted in a standard indoor environment. Maintain the mental capacity and physical ability to make sound decisions and perform the assigned duties and responsibilities.

EXPERIENCE AND EDUCATION GUIDELINES:

Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical was to obtain the knowledge and abilities is:

Experience – Five (5) years of increasingly responsible experience in an organization with a complex accounting structure involving varied reporting and audit requirements and involving separate entities. Financial analysis, budget preparation, and data processing assignments. Implementation of federal, state, and local laws, regulations, and related directives. Two years of supervisory experience.

Education – Bachelor’s degree preferred, or equivalent combination of education, training, and experience.