CITY OF MANTECA
ASSISTANT DIRECTOR OF FINANCE
Department: Finance Bargaining Group: Confidential Employees’ Unit Effective Date: September 2024 FLSA Status: Exempt
Revision History: N/A
Summary Description
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Under general direction of the Director of Finance, assists in directing, planning, organizing and administering the activities of various program areas within the Finance Department; coordinates Division activities; provides highly responsible and complex administrative assistance and support to the Director. With guidance from the Director, this position directs or supervises functions such as budget, business licenses, purchasing, general accounting, issuance and administration of the City's debt, collection of City revenues and investment of idle funds, and financial record keeping functions of the Finance Department. This position functions as a member of the Finance Leadership Team, assisting with providing oversight for Departmental policy development, administrative planning and addressing of Departmental issues as they arise, budget development, and personnel recruitment. Serves as Acting Director of Finance in the absence of the Director. Assists the Director in the general administration of the department; and performs related work as required.
Identifying Characteristics
The Assistant Director of Finance is considered a second-level management position. This position works closely with the Director of Finance in developing and implementing department-wide goals and objectives, and with division managers to successfully achieve these objectives. Divisions are managed through this position and responsibilities include overall development, implementation, and administration of divisional and department programs, processes, policies, and/or procedures. As a second-level management position, the Assistant Director of Finance is also responsible for the development, administration, and control of the Department’s budget.
Incumbents in this classification have a broad range of independence within policy and procedural limitations and work under minimal supervision. The incumbent is accountable to the Department Director for the effective management of personnel and the quality and efficiency of services directed. Recommendations on the improvement of Division activities are expected. The Assistant Finance Director provides direct supervision and management to professional, technical, contract and clerical staff in the Finance Department.
This classification is distinguished from the Director of Finance who serves as the Department Head of the entire Department. While the Assistant Finance Director may be required to act on the Directors behalf for a variety of tasks, the overall management responsibility of overseeing all services of the Department as a whole belongs to the Director.
Supervision Exercised
Direct supervision and supervision through Division Managers is provided to personnel assigned to various Divisions within the Department.
This position receives general direction from the Director of Finance exercising supervisory responsibility of other management, professional, technical and administrative personnel. The incumbent may serve in an acting capacity in the absence of the Director.
Duties & Responsibilities
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Assist the Finance Director in managing and directing the department.
Assumes management responsibility for assigned services and activities of the Finance Department; manage work related to the City's financial functions including accounting and accounting systems, budget preparation and implementation, long-term financial forecasting, utility billing, accounts payable and receivable, auditing, cash management, fixed assets, purchasing, information systems, grant administration, assessment district administration, and assists with coordination and directly participates in the City investment process and other assigned areas.
Assist the Director with the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends and administers policies and procedures as well as recommendations to revise policies and procedures, including those to meet legal requirements.
Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate service and staffing levels.
Plans, directs, coordinates, and/or reviews the work plan for management, supervisory, professional, and technical staff; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with subordinate managers and staff for planning and evaluation of activities and to identify and resolve problems.
Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
Oversees and participates in the development and administration of assigned Division's and Department's annual budget; participates in the forecast of funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.
Assumes management responsibility for the timely and accurate preparation of City budget documents and financial reports in accordance with City policies and generally accepted accounting principles (GAAP); assumes a leadership role on complex processes, studies, and reports including operations and capital improvement program budgets, Annual Comprehensive Financial Reports, audits, Cost Allocation Plans and serves as a departmental lead for City fee and rate studies.
Oversees debt issuances and debt administration and compliance with debt covenants. Reviews and analyzes all debt issuance and refinancing documents.
Serves as a liaison for the Finance Department with other departments, outside agencies, committees and commissions, community constituents, and other members of the community; negotiates and resolves sensitive and controversial issues.
Prepares and presents staff reports and other necessary correspondence. Provides coordination and prepares and presents reports for City Council, Committees and other Boards and Commissions as required.
Provides responsible staff assistance to the Director of Finance; conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to financial programs, policies, and procedures as appropriate.
Attends and participates in professional group meetings; maintain awareness of new trends and developments in the field of finance; incorporates new developments as appropriate.
Responds to and resolves difficult and sensitive citizen inquiries and complaints.
Serves as the acting Director of the Department in the Director's absence; makes decisions and provides information as necessary in the Director's absence.
Recommends changes to departmental policies and procedures, systems, and standards.
Oversees program staff during budget preparation; establishes work priorities and schedules; negotiates, schedules, and monitors contracted services for the Department.
Supports and promotes the Mission, Vision and Values Statements adopted by the City Council.
Supervise collection of City revenues to include: participating in the establishment and setting of City fees and charges; forecasting City revenues, researching and assisting in the establishment of revenue sources; implementing new revenue sources; directing the auditing of City revenues; and ensuring the timely receipt of grant funds.
Assist the Director in supervising the investment of City funds to include: calculating monies available for investment, determining longer term investment strategies to ensure appropriate investment returns, ensuring investments are consistent with established investment policies, reviewing and approving daily investment activities.
Work closely with the Human Resources Department and Payroll Division regarding wage and hour laws, resolving payroll disputes and advice on payroll-related matters as they relate to Finance responsibilities.
Recommends new hires, develop subordinates, establish and communicate performance standards, assign work, set priorities, evaluate performance, recommend merit increases, investigate and resolve employee issues, and advise the Director on a variety of personnel issues.
As directed, undertakes and/or directs the undertaking of financial studies and projects.
Acts as the Department Head in the absence of the Director of Finance Performs other related duties as assigned
Qualifications
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of
Operational characteristics, services, and activities of a finance program.
Principles and practices of public agency financial management including general and governmental accounting, budgeting, auditing, and reporting functions and Generally Accepted Accounting Principles (GAAP).
Management and supervision principles and practices
Principles and practices of program development and administration.
Principles and practices of municipal budget preparation and administration.
Principles of supervision, training, and performance evaluation.
Personnel policies and practices.
Pertinent federal, state, and local laws, codes, and regulations including those regarding public agency financial operations.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Public agency budgetary, contract administration, administrative practices, and general principles of risk management related to the functions of the assigned area Methods and techniques for the development of presentations, contract negotiations, business correspondence, and information distribution; research, record keeping and reporting methods, techniques, and procedures Principles and practices of Investment of public funds; debt management, revenue forecasting and long range financial planning Principles and practices of financial policy development and implementation, financial control systems and methodology, laws, rules and regulations that apply to local government fiscal operations.
Principals of organization and management, effective leadership and administration.
Principles and practices of municipal bargaining and labor relations.
Ability to
Oversee and participate in the management of a comprehensive Finance Department including accounting and accounting systems, budget preparation and implementation, utility billing, accounts payable and receivable, auditing, cash management, purchasing, grants, long-term financial forecasting and assessment district administration.
Supervise the maintenance of municipal financial systems.
Oversee, direct, and coordinate the work of staff.
Select, supervise, train, and evaluate staff.
Participate in the development and administration of Department goals, objectives, and procedures.
Adjust operating procedures as necessary to improve organizational effectiveness.
Prepare and administer large program budgets.
Oversee and participate in the maintenance of accurate financial records.
Analyze complex accounting and fiscal issues and recommend solutions.
Prepare clear and concise administrative and financial reports for informational, auditing, and operational use.
Research, analyze, and evaluate new service delivery methods and techniques.
Interpret and apply federal, state, and local policies, laws, and regulations.
Review and evaluate alternative debt instruments and strategies.
Adapt to changing technologies and learn functionality of new equipment and systems.
Deal patiently and tactfully with department/division heads, elected officials, outside agencies, and the public.
Establish and maintain effective working relationships with those contacted in the course of work including but not limited to department/division heads, elected officials, and outside agencies.
Communicate effectively with City staff, the public, and contractors, including preparing/presenting financial reports.
Analyze complex and sensitive funding and performance issues and negotiate resolutions.
Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Communicate complex financial information, analyze problems, and prepare effective written and oral reports.
Make oral presentations.
Communicate clearly and concisely, both orally and in writing.
Analyze operational and personnel challenges, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Create a culture that is conducive to change and conducive to selection, recruitment, retention and motivation of a skilled and talented workforce where everyone knows their mission, role and job.
Assist in the general administration of the Finance Department.
Provide professional advice and assistance to City staff.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training:
A Bachelor's degree from an accredited college or university with major course work in accounting, finance, economics, business administration, public administration, or a related field.
A Master's Degree in any of the above fields is highly desirable.
Experience:
Five years of increasingly responsible experience in budgeting, finance, and/or accounting, including at least three years of supervisory or management experience.
At least three years of experience in a municipal agency is highly desirable.
License or Certificate:
Possession of a valid California Class C drivers’ license and Certificate of Automobile Insurance for Personal Liability.
Physical Demands & Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings. Must have the willingness and ability to: work the hours necessary to accomplish the assigned duties, including evening and week-end hours; attend evening meetings; travel out of town and attend workshops, conferences, seminars during work and non-work hours.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
Assistant Director of Finance
Attachment 2