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HomeMy WebLinkAbout4.D.1. Amended Job desciption for Finance Director Consent Business 4. D. 1. SHr1 KOI'E E TO: Mayor and City Council FROM: Kris Wilson, Assistant City Administrator DATE: 08/18/2015 SUBJECT: Amended Job Description for Finance Director (F) Action Sought The Council is asked to approve the attached position description for the position of Finance Director and authorize placement of the position in Grade 12 of the City's Non-Union Pay Plan. Background As discussed at the Council's August 5 meeting, it is being recommended that the City return to having the Finance Director and City Clerk as two distinct positions rather than a combined position, as it has been since April of 2012. The attached position description reflects the duties and qualifications of a stand-alone Finance Director position. The position is recommended for placement in Grade 12 of the City's Non-Union Pay Plan based on market comparisons and the advice of executive search firm Waters & Company. Requested Action The Council is asked to approve the attached position description for the position of Finance Director and authorize placement of the position in Grade 12 of the City's Non-Union Pay Plan. Attachments: Amended Position Description for Finance Director City of Shakopee POSITION DESCRIPTION ITITLE: Finance Director/City Clerk DEPARTMENT: Finance REPORTS TO: City Administrator STATUS: Full-Time,Exempt PAY GRADE: -14 12 APPROVED: SUMMARY Responsible for the effective and efficient management of the City's financial assets and activities in accordance with state law and industry standards. Carries out the statutory functions of the position of Responsible for overseeing all aspects of the Department's operation, including the establishment of an effective organizational structure and management of personnel,equipment,and budgetary resources. ESSENTIAL DUTIES AND RESPONSIBILITES In conjunction with the City Administrator and City Council, establishes policies,goals and objectives, designed to achieve the City's short-term and long-term financial goals and objectives. Monitors and reports on progress in achieving goals. Plans and coordinates preparation of the City's annual operating budget and long-term capital improvement plan. Provides analysis of budget alternatives for the most effective and efficient utilization of resources available to the City. Develops,recommends, implements and monitors plans,objectives and procedures for conduct of the City's financial operations to meet all accounting and reporting requirements. Supervises the processing of accounts payable and accounts receivable,reconciles bank and investment accounts. Ensures proper recording and reporting of financial items to ensure timely,accurate and complete information on City financial position. Calculates and determines property tax levies and estimated impacts; submits required levy information to the county and state. Maintains and updates the City's debt service position for use in budget preparation,the setting and/or cancelling of levies,and determinations regarding debt refinancing and refunding. Monitors and controls cash flow and investments for the City in accordance with established guidelines to achieve optimum utilization of cash,reduce idle funds and increase return on investment. Develops and implements procedures to ensure strong internal controls for cash,receivables,payables and other accounting transactions, in order to reduce the risk of theft and/or fraud. Develops financial projections and recommends rates for sanitary sewer,storm drainage and internal service funds. I Serves as the primary liaison for the City's annual, external audit;providing information,documentation and coordination as requested by the auditor. Consults with financial advisors and government agencies to determine and recommend financing methods for operations and projects. Works closely with fiscal consultants on the preparation and administration of new bond issues for City indebtedness, as well as incentive programs, such as tax increment financing and tax abatement projects. Coordinates and oversees the City's purchasing and expense policies and practices. Coordinates the City's property, liability and worker's compensation insurance coverage. Serves as a representative to the Shakopee Fire Relief Association Board. Serves as Clerk to the City Council and Secretary to the Economic Development Authority (EDA); ensures the recording of all meetings and official proceedings; and supervises the preparation of minutes and other official documents. Oversees development and implementation of a comprehensive records management system so that City records are effectively and efficiently maintained in compliance with state law. Oversees the administration of elections and the municipal licensing process. Directs and manages official notification requirements for the City, ensuring that all notices, ordinances, federal, state and/or local laws,policies and procedures. recordable and meet the intentions of the City Council. Provides direct supervision to all Finance Department employees in accordance with City policies and applicable laws. Responsibilities include selection,development and training of personnel; planning, assigning,and directing work; appraising performance; addressing complaints,resolving problems and taking appropriate disciplinary action when necessary. Develops and recommends annual departmental operating budget. Monitors and controls expenditures within approved limits and according to City policies and procedures. Participates in external meetings, seminars and training designed to keep informed of recent trends in the field, industry best practices,new technologies and potential improvements. Represents the department at a variety of regularly scheduled and special City meetings and workshops. Establishes and maintains effective working relationships with other City departments and staff;works collaboratively as part of the City's management team to ensure the most effective and efficient delivery of municipal services as a whole. Oversees administrative functions of the Department, including but not limited to the creation and maintenance of all necessary and appropriate records, in accordance with the City's records retention schedule; the dissemination of information to the public in accordance with applicable laws; and the timely preparation of all necessary reports,correspondence and memos. Keeps City Administrator advised of developments within the Finance Department. Performs other related duties as apparent or assigned by the City Administrator. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED • Thorough knowledge of principles and procedures of public sector financial record keeping and reporting. • Thorough knowledge of current municipal accounting practices and procedures. • Thorough knowledge of relevant local,state and federal laws. • Ability to maintain a high level of integrity and ethical performance at all times. • Ability to establish and maintain positive,professional working relationships internally with co- workers,subordinates and supervisors and externally with representatives of a wide variety of local, state and federal agencies and organizations,as well as private entities. • Ability to work with the public in a friendly,tactful manner. • Ability to communicate ideas and explanations clearly in English,both orally and in writing. • Ability to effectively organize and present financial and budgetary information to elected officials, City staff and members of the public. • Ability to effectively respond to a wide variety of inquires or complaints from regulatory agencies, elected officials,City staff and the public. • Ability to prepare complex reports and correspondence,using proper grammar, spelling and punctuation. • Ability to read,analyze,and interpret a wide range of documents including City policies,financial reports, state statutes and legal documents. • Ability to support department recommendations within a context of objective analytical data and justifiable cost. • Ability to work successfully under stress,pressure and changing conditions. Ability to evaluate situations, innovate, improvise as necessary,and adapt in a timely fashion. • Ability to plan and develop organizational goals and objectives,take initiative,facilitate organizational change and communicate goals and objectives to Department personnel and the general public. • Ability to assign, instruct,evaluate and prioritize the work of subordinates within the overall framework of department goals and objectives. QUALIFICATIONS Minimum Qualifications Bachelor's Degree in finance,accounting,business administration or closely related field,and five years of increasingly responsible local government finance/accounting experience. Desirable Qualifications Master's Degree in a related field and/or completion of the Certified Public Finance Officers(CPFO) program. Supervisory experience. Fluency in a second language, in addition to English,that has a recognized presence in the community(Spanish,Russian,Hmong,etc.). PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job,the employee is regularly required to sit, stand and move about the office; use hands to finger,handle or feel objects,tools or controls;and reach with hands and arms. The employees is required to speak,hear and see in order to share information,receive instructions, and complete tasks using a computer screen. The employee must occasionally lift and/or move up to 25 pounds. The normal work environment is a modern,climate-controlled office building,with moderate levels of noise generated by conversations,phones and other office equipment.