GENERAL PURPOSE OF POSITION:

Oversees City’s financial planning and financial operations

MAJOR DUTIES AND RESPONSIBILITIES:

Oversees Departmental operations

• Assists City Administrator with budget development and management
• Maintains lines of communication with other department heads
• Develops databases and worksheets as needed for departmental operations

Payroll Responsibilities

• Oversees and assures correct payroll processing, reporting, recording, & taxation practices
• Monthly reconciliation of benefit invoices against payroll records
• Reconciles payroll liabilities on a monthly basis
• Prepare schedules or worksheets for employees’ pay evaluations

Assists City Administrator with budgeting duties

• Tracks expenditures on a monthly basis
• Receives and tracks monthly expenses to stay within budget
• Distributes appropriate information needed to prepare annual budget
• Oversees and maintains annual budget

Performs personnel duties

• Supervision of City Collector(s), Utility Billing Clerk(s), Bookkeeper(s), & Accounts Payable Clerk(s)
• Assures their staff complete tasks on a timely basis (ie payroll taxes, benefit reporting and payments, accounts payable, billing, etc.)
• Assures professional development for each employee
• Assures LAGERS retirement payments and required reporting are promptly submitted
• Assures VOYA retirement payments are promptly submitted

Completes general ledger transactions as needed

• Transfers money from appropriate fund(s) to the city’s pooled checking account on a monthly basis
• Maintains annual accrual schedule
• Transfers warrant funds to the appropriate fund account
• Verify on monthly basis all transactions recorded in general ledger for the city’s pool checking account which consists of seven city funds

Maintains financial transactions

• Completes bank receipts for operating fund, money market, customer deposit account, and court accounts on daily basis
• Records fines, bonds and judicial activities for the month in computerized accounting system
• Manually completes monthly bank reconciliation for all bank accounts
• Uses computerized accounting system to clear operating fund checks
• Records deposits and disbursements of funds held for customer deposits
• Records monthly interest income for all accounts and distributes to appropriate fund
• Records monthly sales tax receipts and distributes to appropriate funds
• Records county transportation tax receipts and enters into appropriate journal
• Records utility, 911 and vehicle-related tax receipts
• Distributes allocations of various types of tax receipts to appropriate funds, according to annual ordinance
• Maintains appropriate schedules for year-end audit
• Maintains corporate credit cards

Performs reporting and administrative duties

• Implements fixed assets in general ledger
• Implements forms regarding fixed assets and sends to appropriate department head for verification
• Implements all fixed assets
• Implements disposed of property
• Reports to departments and auditors annually
• Tracks assets on computer data base
• Oversees and manages all cash management practices and investments for the City
• Assures proper cash flow management practices are utilized
• Researches and writes reports concerning the issuance of bonds for City use
• Assures TIF projects meet all state and City statutory financial considerations
• Prepares for audit on an annual basis
• Reports to City Council committees as assigned
• Prepares forms for reimbursement of funds from SRF Bond issues, lease purchases and grants
• Tracks and charts monthly sales taxes and city sales
• Reports and provides financial information to the Mayor as requested
• Completion of all mandatory reporting requiring payroll information
• Required Monthly, Quarterly, and Annual reports/payments
  • • • • Fed 941, FUTA, SUTA, etc.
    • Preparation & Reporting of annual W-2’s
    • Preparation & Reporting of annual 1099’s

Performs other duties as directed

JOB CONTEXT:

The Financial Director is a full-time, permanent position in the Administration department. The immediate supervisor to this position is the City Administrator. The person in this position is supervised less than weekly. The person in the position works regular hours with no overtime. The person in this position rarely works nights in the event of finance or budget related meetings. There is no shift work associated with this position, and this person in never on call. 95% of the work for this position is indoors; 5% is outdoors and requires work done in all types of weather conditions. The Financial Director is accountable for the monetary, fiscal, budgetary, safety, and legal issues for which this position is responsible.

There is almost never any exposure to chemical and/or hazardous materials. The stress level associated with this position is average, varying with workload considerations. Physical work involved with this position includes, but is not limited to: sitting for long periods, data entry, PC use, and carrying cases of paper.

LICENSES AND CERTIFICATIONS:

• The person in this position must have a valid driver’s license.

EDUCATION AND EXPERIENCE:

• The person in this position must have a high school diploma or its equivalent and should have a Bachelor’s degree in Accounting. CPA preferred.
• At least 3 years of experience is strongly recommended.
• At least 5 years of experience is preferred in governmental or fund accounting.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge

• Municipal operations
• Communication techniques
• Statistical analysis
• City ordinances, and state statutes
• Basic labor law principles and applications
• Basic principles of standard office equipment
• Computerized accounting systems
• General operations of the City
• General office and filing practices and procedures
• General accounting principles
• Computer operations
• Payroll systems
• Rules and regulations concerning employees
• Standard job salary range
• Proper grammar and the use of English in speaking and writing
• Computer operations and applications, including word processing and spreadsheets
• OSHA standards and regulations concerning employee safety
• Federal and state statues concerning the work of the department
• Mathematical skills, including addition, subtraction, division, and multiplication
• General functions and operations of municipal government

Skills and Abilities

• Maintain harmonious relationships in the department
• Utilize organizational and communication skills
• Exercise common sense
• Use a multi-line telephone system
• Maintain confidential records
• Reconcile books
• Exercise patience
• Prepare and present effectively, oral and written informative material relating to the activities of the department
• Perform accurate typing and data entry using a personal computer
• Remain open-minded
• Maintain confidentiality
• Proofread reports accurately
• Utilize basic computer skills
• Perform basic accounting techniques using a 10-key adding machine or calculator
• Exercise communication skills
• Work as a team member with other employees
• Communicate effectively with other city employees, both oral and written
• Work autonomously when necessary
• Handle multiple tasks simultaneously with frequent interruptions
• Deal with others in a professional manner
• Maintain professional composure in heated situations
• Follow Departmental and City policies and procedures

Certain duties of this position are classified as “safety-sensitive.” Therefore, the person in this position will be subject to mandatory testing for drugs and/or alcohol on a random, reasonable suspicion, post-accident, return-to-duty, and follow-up basis in accordance with the City’s Alcohol & Controlled Substance Use, Abuse and Testing Policy.

This job description is not intended to be all-inclusive, and employee will also perform other reasonable related business duties as assigned by Department Head as required. This job description is an “at-will” position and does not constitute a written or implied contract of employment.