Loading...
ITEM 4 Administrative Services Director/Finance DirectorITEM Al - 1W 1W 0 tsTe F o MINNESOTA 1L•i;►N 1l TO: Mayor and City Council FROM: Lori Johnson, City Administrator DATE: March 25, 2015 SUBJECT: Administrative Services Director/Finance Director This item is a continuation of discussion from the March 23 City Council meeting. The Council requested that approval of the Administrative Services Director/Finance Director position description and subsequent advertisement of the position be delayed pending further review and amendment of the position description. As directed, I have reviewed the position description and have made additional changes based on the tone of the Council's discussion on Monday. The attached position description can serve as a starting point from which the Council may make additional changes if desired. The position description as written is typical of a finance director position in that it covers the duties, experience, and abilities normally expected of that position. The Council is asked to adopt an updated position description and authorize advertisement of the position. Assuming that the Council takes that action on Monday, the earliest that the vacancy would be filled is early June, depending upon the length of notice given by the applicant to his/her current employer. The position would be advertised as open until filled with an initial application review date in late April. Interviews could be conducted in early May. Y, CITY OF se o MINNESOTA Position Description Position: Finance Director Reports to: City Administrator Supervises: Finance and IT staff FLSA Status: Exempt Pay Grade: 19 Date Approved: March 23, 2015 DESCRIPTION OF WORK General Statement of Duties: Direct and manages the Finance and Information Technology (IT) departments including serving as the Chief Financial Officer of the City. Assist the City Administrator in all aspects of economic development including development of policies and analysis of development programs and opportunities, serve as assistant City Administrator performing a board variety of governmental functions at the request of the City Administrator. Supervision Received: Works under the direction of the City Administrator. Supervision Exercised: Provides supervision to the Finance Department and Information Technology staff. Provides administrative supervision to the Building Permit Technician. MAJOR JOB FUNCTIONS 1. Finance: a. Provide recommendations to the City Administrator and City Council for establishing long and short-range financial goals including preparation and management of a Capital Improvement Plan b. Plan and implement sound financial strategies to ensure a high level of financial planning and management. c. Develops and manages internal controls and accounting policies and procedures for accounts payable, accounts receivable, deposit of funds, utility billing, fixed assets and escrow accounting to properly and legally report and 1 manage all financial activities of the City and safeguard City assets. d. Budget i. Monitor all budgets to ensure compliance with the adopted budget ii. Prepare a draft budget for review by City Administrator iii. Provide budget analysis and recommendations iv. Ensure all levies are correct complies with all legal budget and tax levy requirements e. Comprehensive Annual Financial Report (CAFR) L Coordinate the preparation and completion of the CAFR and related year-end reporting requirements. ii. Manage the audit process including overseeing the preparation of audit work papers iii. Assist auditors in writing the CAFR and submit CAFR for GFOA's Certificate of Achievement in Financial Reporting program f. Cash Management L Monitor and manage cash flow needs of City ii. Invest funds according to approved investment policy and state statutes iii. Implement internal control systems necessary to ensure g. General finance duties L Prepare and present reports and analysis ii. Prepare staff memos and recommendations to and for the City Administrator and City Council iii. Make presentations to City Council and other entities/organizations iv. Responsible for all aspects of the City's finances including utility billing v. Manage and perform City's risk management functions 2. Economic Development: a. Assist in development, implementation, and execution of policies and programs to expand the City's commercial and industrial tax base b. Meet with developers and business owners/representatives c. Assist with Economic Development Authority activities and policy development and implementation d. Provide recommendations and analysis of TIF, Tax Abatement, and other development incentive requests e. Coordinate and carry out business retention and expansion program f. Assist with marketing and communication necessary to achieve City's economic development goals g. Serve as City's representative at various economic development functions and in various economic development associations 3. Serve as acting City Administrator: a. Provide assistance to City Administrator on special projects and other items as assigned 2 b. Serve as acting City Administrator in City Administrator's absence i. Provide assistance and expertise to other City staff on all City government matters 4. Human Resources: a. Ensure City complies with all federal and state payroll, employment, and all relevant personnel and payroll laws b. Ensure all reporting requirements are met for all payroll and human resource functions c. Oversee all human resource and payroll functions 5. IT: a. Oversee IT functions and make recommendations to supervisor to maintain a highly functional and up-to-date IT system city wide 6. Policy and Procedure Development: a. Responsible for Policies and Procedures relating to Finance, Human Resources and related areas i. Evaluate and recommend changes to policies, procedures and practices and follows procedures to get approval and implement changes ii. Ensure that staff, elected officials, and appointed officials follow all City and State policies and procedures and follow applicable laws 7. Supervision: a. Finance and IT Department Staff i. Perform annual performance review for all department staff ii. Ensure staff is adequately trained and department is cross trained iii. Recommend discipline and pay increases b. Ensure staff attends safety training and follows safety procedures i. Assign works and ensures that it is done accurately and timely ii. Interview and recommend staff c. Building Permit Technician i. Provide administrative supervision including approval of leave time ii. Perform annual performance review with input from Building Permit Technician's technical supervisor iii. Recommend discipline and pay increases with input from Building Permit Technician's technical supervisor iv. Ensure staff attends safety training and follows safety procedures 8. General a. Expertise in a broad range of governmental accounting software, Microsoft Office applications, and IT systems b. Participate actively in the City's management team c. Confer with supervisor, peers, and employees to discuss and resolve issues 3 d. Provide exceptional customer service to residents, developers, city officials, and the general public e. Make decisions that are always in the best interest of the City f. Follow all safety policies and procedures g. Follow all City policies and procedures h. Treat fellow employees with respect and integrity i. Promote a positive and motivating environment j. Perform other duties and projects as assigned KNOWLEDGE, SKILLS AND ABILITIES • Demonstrable knowledge of and experience in applying Generally Accepted Accounting Principles (GAAP) as defined by GASB. • Extensive knowledge of and experience in governmental accounting policies, procedures and practices as defined by the GFOA. • Extensive knowledge of and experience in laws, practices, and regulations applicable to City government finances. • Extensive knowledge of and experience in City operations, ordinances, and practices related to finance and budgeting, economic development, and city management. • Proficient in government finance software, Microsoft Office (Excel, Word, and PowerPoint) and standard computer systems and programs • Exp eeFamiliarity with analyzing development and redevelopment proposals and requests for incentives • Exp Familiari , with analyzing tax increment financing and tax abatement plan financial data and familiarity ..,;+i. drafting and implementing TIF and tax abatement plans. • Exper-ieneeFamiliarity with administering economic development loan programs • Experience making presentations to government bodies, professional associations, and community organizations • Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing • Ability to resolve and diffuse conflicts • Ability to understand, manage, and communicate complex ideas, projects, and situations • Applied experience and knowledge of cash management including investment statutes and practices, budgeting, capital improvement planning, financial management plans and purchasing/contract laws and practices • Ability to work independently and as part of a team and to coordinate work with other departments and to lead multi -departmental or multi -jurisdictional projects. • Ability to plan, prioritize and organize the department's work. • Strong sense of honesty, integrity, and credibility al MINIMUM QUALIFICATIONS 1. Bachelor's Degree in accounting, finance, or public administration 2. A combination of ten years of professional experience in government accounting, financial management, economic development, or city or county management at a manager level (must include both finance and economic development experience 3. Five years of supervisory experience 4. A valid driver's license PREFERRED QUALIFICATIONS 1. Certified Public Accounting License 2"arter's Degree in Business, Finance, Management or Public dfninistrn ti n11 3. Certified Economic Developer- (Qcl)) or- Certified Economic Develepment Finance Drnfessional (('T1DFP) cnrtif a tion 9:2. Experience working for a growing city or county PHYSICAL DEMANDS Must be able to drive, sit for extended periods, regularly use fine motors skills to operate a computer, and perform other office tasks and occasionally walk in construction areas. Note: This job description does not constitute a contract or employment agreement.