Manager

JOB TITLE: FINANCE MANAGER

FINANCE DEPARTMENT

GENERAL STATEMENT OF JOB

Under limited supervision, is responsible for the administration and the supervision of personnel which typically includes recommendations for hiring and firing, performance evaluation, training, work allocation and problem resolution. Uses discretion and independent judgment, oversees the calculating, posting, verifying and recording of financial data for use in maintaining payroll accounts, accounts payable, general ledger and budgetary accounting. Processes journal entries into various accounts and reconciles reports and financial data. Analyzes trends, costs, revenues, financial commitments, and obligations to predict future revenues and expenses. Coordinates accounting activities with other departments and provides assistance to other staff. Reports to the Director of Finance (DF).

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Supervises subordinate accounting staff, which includes utility billing coordinator, code enforcement officer, tax clerk, finance accountant and customer service representatives, on a daily basis; conducts interviews and makes hiring recommendations to DF; provides training, guidance, assistance, direction and instruction to subordinate staff as needed, administers disciplinary actions in compliance with personnel policies and procedures; reviews work completed to ensure accuracy and completeness; conducts job performance reviews and makes recommendations as appropriate.

Provides management of the finance department to include personnel scheduling, maintenance of supplies, and other related duties.

Oversees bi-weekly City-wide payroll including oversight of recording journal entries, files and retrieval of payroll reports and records.

Oversees accounts payable by reviewing invoices and purchase orders. Oversees preparation of voucher checks for accounts payable and problems with invoices or purchase orders. Approves purchase orders for payment in the absence of the DF.

Oversees the City’s purchasing card program to include approval of purchasing limits and card assignment as well as other related duties.

Provides assistance to the DF and independent external auditor with conducting the annual audit as needed.

Provides assistance to the DF with preparation of various interim and detail financial reports for the City Administrator and City Council; assists in preparation of the City’s Annual Financial Report in compliance with appropriate GASB Standards.

Facilitates and participates in the monthly reconciliation of bank statements, loan statements and fixed assets; resolves statement problems in a timely fashion.

Oversees preparation of various sales tax reports and ensures submission of payments to proper authorities.

Compiles financial information, processes journal entries into various accounts and reconciles reports and financial data and submits balanced reports to the DF including special project reports.

Oversees biweekly, monthly, quarterly, and annual withholding reports and checks for submission to appropriate agency as required, such as S.C. Retirement System, S.C. Police Retirement System, FICA, S.C. Unemployment Compensation, Credit Union, Internal Revenue Service, W-2's, 1099’s, etc.

Provides assistance to employees, supervisor, members of the public, etc., as needed.

Makes recommendations and participates in the Finance and Utilities Finance Departments budget preparation.

Receives and/or reviews timesheets for payroll, bank statements, revenue bond installment notices, Citywide invoices for utilities and cell phones, monthly medical and dental insurance invoices, etc.

Oversees processing of payroll reports and checks for employee deductions, accounts payables vouchers and checks, South Carolina Retirement System reports, South Carolina Police Retirement System reports, W-2’s, 1099’s, Employer’s Quarterly Federal Tax Returns – 941, etc.

Ensures that funds are properly coded and deposited in the general ledger.

Refers to the City of North Augusta budget, Personnel Policies and Procedures Manual, South Carolina Retirement System Employer’s Manual, various IRS publications, Employer’s Tax Guide, calendars, schedules, etc.

Uses computer software to include online banking software, Netsuite, Dayforce, Microsoft Office Package, various 3rd party programs, the Archer Employee Appraisal System, etc.

Uses various office equipment including a computer, printer, postage meter, fax machine, typewriter, calculator, telephone, etc.

Uses various office and clerical supplies.

Communicates or interacts with various federal and State agencies, Finance Department employees, the City Administrator, Department Directors, vendors, co-workers, the general public, etc.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

ADDITIONAL JOB FUNCTIONS

Represents the Finance Department at Council and other leadership meetings in absence of DF.

Performs other related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Bachelor's degree in accounting or closely related field with two to three years’ experience in accounting; or any equivalent combination of education and experience that provides the required knowledge, skills and abilities. One to two years of experience supervising a team of five or more employees is preferred.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of automated office machines including calculator, typewriter, computer, printer, microfilm reader and printer, etc. Must be physically able to exert up to ten pounds of force occasionally and/or 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 brief periods of time. Must be able to lift and/or carry weights of ten to twenty pounds.

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 the giving of assignments and instructions to co-workers and assistants. Includes the receiving of information and instructions from supervisor.

Language Ability: Requires the ability to read a variety of documents and reports. Requires the ability to prepare various types of reports and documents with the proper format, punctuation, spelling and grammar, using all parts of speech. Has the ability to speak before audience with poise, voice control and confidence.

Intelligence: Has the ability to apply principles of rational systems such as accounting and personnel in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information and to follow verbal and written instructions.

Numeric Aptitude: Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide; determine percentages and decimals; and determine time and weight.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability coordinate hands and eyes 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 and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.

Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. The worker needs to relate to people in situations involving more than receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

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 thorough knowledge of the principles, methods, and practices used in preparing complete and accurate reports and statements of a complex nature. Has considerable knowledge of the principles, theories and practices of accounting. Is skilled in the use of mathematical concepts. Is able to analyze and interpret complex accounting data. Is able to direct clerical accounting employees. Has a considerable knowledge of laws and regulations pertaining to governmental financial operations. Is able to evaluate accounting problems and to recognize and develop pertinent accounting and related information. Has considerable knowledge of the general policies, rules, and procedures established by the City and other regulatory agencies to govern the department. Is able to maintain control of assigned activities through effective supervision of subordinates and the application of good human relations techniques. Has considerable knowledge of the structure, functions, and inter-relationships of state and local governments as these relate to assigned responsibilities and is able to apply that knowledge effectively. Is able to comprehend, interpret and apply regulations, procedures, and related information. Is able to communicate effectively with a wide variety of public and private groups and is persuasive in such communication. Has sufficient knowledge of other City duties and responsibilities. Has the verbal ability to make effective presentation and prepare effective and accurate required reports, and the mathematical ability to handle required calculations accurately and quickly. Has good technical, supervisory and human relations skills.

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 with all City departments and divisions, 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 for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City 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 City 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 the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgments 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 City policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the City.

Relationships With Others: Shares knowledge with DF, department directors and superintendents, and staff for mutual and City benefit. Contributes to maintaining high morale among all City employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the City and to project a good City image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the City. Emphasizes the importance of maintaining a positive image within the City. Interacts effectively with higher management, City Administrator, 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 City and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace. Maintains equipment and machinery in proper and safe working condition, making minor repairs as needed and ensuring that major repairs are made promptly.

Planning: Plans, directs and used information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the City 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 City. Within the constraints of City policy, formulates the appropriate strategy and tactics for achieving departmental and City 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 City.

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 City and department matters affecting them and/or of concern to them.

Staffing: Recommends to the DF employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and City. 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 feedback 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 City 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 City 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 City. 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 City policies regarding the department and City 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 City and continually reviews department policies in order to ensure that any changes in City 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.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. EOE