Finance Director

Description

The Finance Director will lead a busy and dynamic Department that implements local government financial best practices and methods while actively monitoring opportunities for improvement. The Department has a team of 7 (Director, Assistant Director, Accountant, Administrative Assistant and three Account Clerks) and will benefit from a team-oriented, supportive, and accessible mentor to assist with professional growth and foster strong customer service internally and externally. The Department provides: accounting and financial reporting, budgeting and long-term financial planning, capital financing, cash management and investment of City funds, payment of bills, payroll, billing, and collection of revenue. As a main point of contact for residents, the Finance Department assists residents with payments for City services and programs, including water, sewer and garbage, parking permits, and deed certificates. The calendar year budget, planned capital and debt expenses, and other financial information are available on the City website.

The Director will be regularly called upon to serve as a key partner to the City Administrator and other management team members including support of long-term capital improvement efforts, enterprise fund management and special fund management. The new Director will serve as the liaison to the Finance Committee where financial policy issues are discussed and recommendations are developed for the City Council on subjects such pension policy, and debt and investment policy. The new Director will also serve as liaison to the West Chicago Winfield Wastewater Authority (WCWWA). Additionally, the new Director will serve as the Treasurer to the Police Pension Fund Board and assist with the oversight of its activities.

The Finance Director will be relied upon to interact and share their knowledge, guidance and financial counsel with the City Administrator, Mayor and City Council. Offering well-timed information, that anticipates questions, educates and offers insight into municipal finance to promote thoughtful interchanges and feedback will be helpful. The Finance Director will demonstrate an ability to foster a high degree of trust and confidence in their Department’s expertise. Having considerable understanding of the dynamics and cycles of government is essential.It is anticipated that the hiring range for this position will be $143,422 to $160,000 (DOQ) and consistent with City policy and compensation plan.

Examples of Duties

To plan, direct, manage and oversee the activities and operations of the Finance Department including tax collection, payroll, utility billing and collection, accounting and auditing, cash management, budgeting, data processing; to coordinate assigned activities with other City Departments and outside agencies; and to provide highly responsible and complex administrative support to the City Administrator.

Essential Functions of this Position (Generally up to 60% of the time annually)

Assume full management responsibility for all Finance Department services and activities including tax collection, utility billing and collection, accounting and auditing, budgeting, and data processing; recommend and administer policies and procedures.

Manage the development and implementation of Finance Department goals, objectives, policies, and priorities for each assigned service area; establish appropriate service and staffing levels; allocate resources accordingly.

Monitor and evaluate continuously the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct the implementation of changes.

Represent the Finance Department to other City Departments, elected officials and outside agencies; explain, justify and defend Department programs, policies, and activities; negotiate and resolve sensitive, significant and controversial issues.

Train, motivate and evaluate Finance Department personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

Plan, direct and coordinate, through subordinate level employees, the Finance Department's work plan; meet with staff to identify and resolve problems; assign projects and programmatic areas of responsibility; review and evaluate work methods and procedures.

Manage and participate in the development and administration of the Department budget; direct the forecast of funds needed for staffing, equipment, materials, and supplies; direct the monitoring and approval of expenditures; direct the preparation of and implement budgetary adjustments as necessary.

Coordinate Finance Department activities with those of other Departments and outside agencies and organizations; provide staff assistance to the City Administrator and City Council; prepare and present staff reports and other necessary correspondence.

Analyze the balance in the City’s various Funds; arrange for transfers between funds as necessary; make recommendation to the City Administrator and City Council Finance Committee.

Complete special projects, basic and complex financial analyses and make presentations to a variety of audiences.

Supervise the City's Investment Program; assist in determining investment options for city funds; manage the City's investment portfolio to maximize interest earnings; prepare cash flow projections. Prepare quarterly reports for the City Administrator.

Oversee and participate in the analysis for water, sewer and other rates, taxes and charges. Monitor, project and make recommendations on existing and new revenue sources.

Serve as staff liaison to the City Council Finance Committee; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of municipal finance and municipal administrative operations.

Analyze and monitor the City's financial condition; prepare annual tax levies; develop financing plans for major capital programs and serve as the point person for debt issuance and administration.

Direct the preparation of financial reports for the City as required by law; prepare various financial reports and analyses requested by the City Administrator and City Council; provide financial support and assistance to City Departments. Complete the annual Total Compensation Report.

Serve on the City management’s collective bargaining team; make recommendations on wage and benefit changes annually for non-union employees and during labor contract negotiations. Cost City and union proposals for the benefit of the team

Coordinate the annual financial audit for the City; prepare financial statements, schedules and other related information for the external audit firm; oversee the implementation of recommendations made by external auditors.

Oversee the utility customer service functions for the City including utility billing, collections, meter reading and customer service activities; respond to and resolve complaints and inquiries regarding utility billing.

Establish, adopt best practices, maintain and evaluate the City's administrative and financial internal control systems and procedures; recommend improvements as appropriate; ensure compliance with the audit. Comply with any finance related local, State and federal reporting requirements and regulations.

Manage the payroll process, financial software, Flexible Spending Program, AFLAC and Mission Square Programs as well as any other new financial programs adopted by the City.

Handle duties statutorily assigned to a City Treasurer and serve as the Treasurer for the Police Pension Fund Board.

Serve as the City’s IMRF Authorized Agent and IPBC delegate or alternate.

Prepare a variety of administrative and financial reports involving detailed analysis of City programs and functions.

Essential Functions of this Position (Generally up to 30% of the annually)

Respond to Freedom of Information Acts as requested.

Oversee the filing and release of Liens and Memoranda of Judgement.

Other Functions of this Position (Generally up to 10% of the annually)

Respond to and resolve difficult and sensitive citizen inquiries and complaints.

Coordinate records disposal for the organization.

Serve as financial liaison to the West Chicago/Winfield Wastewater Authority (WCWWA)

Perform related duties and responsibilities as required.

Essential Safety Responsibilities and Duties of All Employees

Become familiar with and adhere to all City and Department safety and security policies/procedures.

Report all potential hazards, accidents and injuries consistent with City policy and procedure.

Immediately report all unsafe conditions and acts to a supervisor.

Recommend improvements to safety and security practices.

Obey and adhere to all work safety rules and practices.

Complete assigned safety training.

Typical Qualifications

Qualifications for this Position

(Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be):

Experience:

Seven years of increasingly responsible experience in governmental financial planning and administration, including four years of administrative and supervisory responsibility.

Education:

Equivalent to a bachelor’s degree from an accred ited college or university with major course work in finance, accounting, business administration, public administration or a related field.

Special Requirements and/or Training:

A valid driver’s license. CPR, AED and First Aid certification or ability to attain certification within the first 12 months of employment.

Knowledge, Skills and Abilities

Knowledge of:

Operational characteristics, services and activities of a comprehensive municipal finance program including budget, accounting and auditing.

Administration functions related to local, state and federal grants as well as various loan programs.

Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.

Modern and complex principles and practices of program development and administration.

Advanced principles and practices of municipal accounting and financial reporting.

Advanced principles and practices of municipal budget preparation, accounting, treasury management, revenue administration, and utility billing.

Principles of supervision, training and performance evaluation.

Modern office practices, procedures, methods and equipment.

Pertinent Federal, State and local laws, codes and regulations.

Ability to:

Plan, organize, direct and coordinate the work of supervisory, professional, and technical personnel.

Delegate authority and responsibility.

Supervise, train and evaluate staff.

Provide administrative and professional leadership and direction for the Finance Department.

Identify and respond to community and City Council issues, concerns and needs.

Develop, implement and administer goals, objectives, and procedures for providing effective and efficient financial and administrative systems.

Allocate limited resources in a cost-effective manner.

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Analyze and interpret fiscal accounting records and prepare accurate and complete financial reports.

Research, analyze, and evaluate new service delivery methods, procedures and techniques.

Prepare clear and concise administrative and financial reports.

Interpret and apply Federal, State and local policies, procedures, laws and regulations.

Communicate clearly and concisely, both orally and in writing.

Maintain a valid driver’s license and commute between City facilities and other work-related locations.

Establish and maintain effective working relationships with those contacted in the course of work including City and other government officials, community groups, the general public, and media representatives.

Equipment and Tools Routinely Used to Perform Essential Duties:

Personal computer; VOIP desk phone; copy machine; calculator; fax machine.

Software Routinely Used to Perform Essential Duties:

Word processing, spreadsheet and database software. Specialty and cloud solutions may include financial software, benefits and pension portals, records management.