CLASSIFICATION SPECIFICATION
CITY OF MARYSVILLE, CA Date: July 2024
CLASS TITLE: Accounting/Grant Manager FLSA STATUS: Exempt REPORTS TO: Finance Director HIRING STATUS: At Will
JOB SUMMARY
Under limited direction, the Accounting/Grant Manager performs a variety of highly responsible administrative, supervisory and technical duties within the Finance Department, including the processing of financial transactions, preparing and reconciling financial and accounting records and reports, grant administration, audit coordination, contract administration, assists in designing and implementing procedures and policies, responsible for the efficient accomplishment of the daily activities of an assigned work group; performs highly responsible technical staff assistance to the Finance Director, exercises direct supervision over staff, and performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
This is a mid-management classification that manages accounting, finance, grant and contracts administration activities in the Finance Department. The incumbent organizes and oversees day-to-day financial processing, reporting, and recordkeeping activities. Responsibilities include performing diverse, specialized, and complex work involving significant accountability and decision-making responsibility. The incumbent organizes and oversees day-to-day activities and is responsible for providing professional-level support to the Finance Director in a variety of areas. Successful performance of the work requires an extensive professional background as well as skill in coordinating departmental work. This class is distinguished from the Finance Director in the latter has overall management responsibility for all accounting and finance, purchasing and contracts administration, customer service, and activities and for developing, implementing, and interpreting public policy.
EXAMPLES OF WORK
Examples of Work are not intended to be an exhaustive list of all responsibilities, duties, and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it.
Employees are responsible for all other duties as assigned.
Provides continuous leadership in carrying out the program mission, as amended from time to time, including:
• Plans, directs, administers, supervises and participates in the daily functions, operations, and activities of the Finance Department, including accounting, finance, budget, audit, payroll, and purchasing and contracts administration;
• Participates in the development and implementation of goals, objectives, policies and priorities for the division; recommends within departmental policy, recommends and administers policies and procedures; • Participates in the selection of, trains, motivates and evaluates assigned personnel; provides or coordinates staff training; works with employees on performance issues; and implements discipline; • Participates in the development and administration of the City budget; prepares, calculates and analyzes a variety of financial reports and data in the preparation of annual operating and Capital Improvement Program budgets; directs the monitoring of and approves expenditures; recommends adjustments as necessary;
• Monitors and maintains bank balances and prepares transfers as needed for signature and execution; • Supervises and participates in all activities related to the City’s accounting function, including accounting systems, accounts payable, accounts receivable, payroll and reporting, and month-end, fiscal year-end and calendar year-end accounting system processing;
• Reviews, develops and modifies accounting and control methods to improve existing procedures; monitors financial procedures of all City departments, including internal audits and checks and balances; examines accounting transactions to ensure accuracy; ensures conformity to policy and increases effectiveness;
• Coordinates the preparation of external audits, Governmental Accounting Standards Board and other regulatory reporting and special projects as assigned;
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval;
• Maintains and directs the maintenance, retention and destruction of working and official departmental files;
• Prepares and reviews staff reports, various management and information updates and reports on special projects as assigned; provides highly complex staff assistance to the Finance Director; • Serves as the Grant Administrator per the Grant Accounting Policy and is responsible for general management and administration of the City's grant activities, including annual Citywide grant management planning and goals; facilitation of departmental grant planning and collaborative grant submittals; grant training and technical assistance for City staff; ensuring that departments track and report departmental grant activity; maintenance of grant policies and procedures, grants manual; ensuring the promotion of grant opportunities; and identifying and investigating issues that may arise concerning the management of City grants;
• Monitors documentation for compliance with grant requirements and serves as the Project Manager for specified interdepartmental grants and federal appropriations; • Provides technical assistance to Department Heads in preparing grant applications, submitting reports, maintaining records, and the administrative process;
• Maintains financial and other records in accordance with grant requirements; • Completes and submit required reports, including requests for funds; • Monitors grant expenditures and receipt of revenues;
• Completes grant closeouts, including; ensure final receipt of grant revenues; prepares and submits any required financial grant close-out documents; reviews grant files for completeness; retains all necessary program and financial records for the period required by the grantor agency and resolve any audit findings;
• Performs other duties as assigned.
QUALIFICATION REQUIREMENTS
To be successful in this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EMPLOYMENT STANDARDS (position requirements at entry)
Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the job is qualifying. These employment standards would typically be achieved by possession of a high school diploma, or equivalent, and four years of increasingly responsible professional accounting and grant experience, preferably in local government, OR a bachelor’s degree in accounting, business administration, finance, economics or closely related field. Functional and operational knowledge of departmental propriety database and experience serving in a lead or supervisory capacity is desirable.
KNOWLEDGE, SKILLS, AND ABILITIES (position requirements at entry) Knowledge of:
• Principles and practices of public agency finance, including general and governmental accounting, auditing, and reporting, purchasing, and contracts administration functions; • Principles and practices of public agency budget development and administration and sound financial management policies and procedures;
• Principles and practices of employees supervision, including work planning, assignment, review and evaluation and the training of staff in work procedures; • Applicable Federal, State, and local laws, rules, regulations, ordinances and organizational policies and procedures relevant to assigned area of responsibility; • Organization and management practices as applied to the development, analysis, and evaluation of programs, policies and operational needs of the assigned functional area; • Administrative principles and practices, including goal setting, program development, implementation and evaluation and project management;
• Practices of researching operation issues, evaluating alternatives, making sound recommendations, and preparing and presenting effective staff reports;
• Recordkeeping principles and procedures;
• English usage, spelling, vocabulary, grammar and punctuation; • Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and with property owners, developers, contractors and the public;
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff.
• Interpretation and administration, and communication of grant/contract provisions.
Skill in:
• Using modern office equipment, including computers, computer applications and software; • Responding quickly and effectively in difficult situations; • Analyzing administrative and organizational problems and making appropriate recommendations; • Getting work accomplished through others;
• Coordinating multiple projects and meeting deadlines.
Ability to:
• Listen effectively;
• Recommend and implement goals, objectives and practices for providing effective and efficient services;
• Plan, organize, assign, review and evaluate the work of staff; train staff in work procedures; • Evaluate and develop improvements in operations, procedures, policies or methods; • Prepare clear and concise reports, correspondence, policies, procedures and other written materials; • Interpret, apply, explain and ensure compliance with Federal, State, and local laws, rules, regulations, policies and procedures;
• Conduct complex research projects, evaluate alternatives, and make sound recommendations; • Direct the establishment and maintenance of a variety of filing, record keeping and tracking systems; • Operate office equipment and computer applications related to the work; • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities and meet critical time deadlines; • Make sound, independent decisions within established policy and procedural guidelines; • Use English effectively to communicate in person, over the telephone and in writing; • Use tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines;
• Establish, maintain and foster positive and effective working relationships with those contacted in the course of work.
Language Skills:
• Well-developed listening, writing, and verbal communication skills, including the proper use of legal, scientific, financial, and subject matter concepts and terminology, conveyed with the intended audience in mind.
Reasoning Skills:
• Well-developed ability to define organizational, operational, and technical subject matter problems succinctly, to draw reasonable conclusions therefrom, to conceptualize solutions effectively, and to effectively relate those matters to others. The issues involved will regularly require incumbents to interpret a variety of technical instructions, possibly given in mathematical, diagrammatic, scientific, or statutory forms, and to deal with both abstract and concrete concepts.
PHYSICAL DEMANDS
The physical demands described here are representative of those which 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 functions.
While performing the duties of this job, the employee is regularly required to sit, walk, and stand.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Must be able to use telephone and computer equipment.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderately quiet indoors and may include outdoors.
Workdays are frequently long, and work product deadlines are common.
Confidentiality is expected.