Deputy Finance Director
Date: June 21, 2018
Due Date: July 18, 2018
Salary: $6,713 - $8,567 per month DOQ
The City of Coos Bay is soliciting applications for the position of Deputy Finance Director. To apply for the position, interested parties should submit a city application, resume, and letter of interest to the City Manager’s Office. City applications are available from the City Manager’s Office, City Hall, 500 Central Avenue, Coos Bay, Oregon 97420, by telephone 541-269-8912, or listed at the bottom of this announcment.
The deadline for receiving completed applications is 5:00 p.m., July 18, 2018. Applications postmarked on or by July 18, 2018 will be accepted. Please include a valid e-mail address where you can be contacted. All notifications regarding your status in the selection process will be made via electronic mail.
The City of Coos Bay is an affirmative action/equal opportunity employer. All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, handicap or any other non-merit factor. If reasonable accommodation is required to complete the application process, please contact the City Manager’s Office at 541-269-8912 during the hours of Monday through Friday, 8:00 a.m. through 5:00 p.m.
GENERAL STATEMENT OF DUTIES: The duties of this position are to perform moderately complex work involving the application of bookkeeping and accounting principles in the maintenance of manual and computerized municipal financial records to include but not limited to the City of Coos Bay, City of Coos Bay Downtown and Empire Urban Renewal Agencies (URA), Coos Bay-North Bend Visitor Convention Bureau (VCB), and the Coos County Library Service District Extended Service Office (ESO). Assists with risk management duties, maintains and manages the City’s property, liability, and workers’ compensation insurance programs. Coordinates and assists the City Manager’s Office with reviewing and implementing policies, working with confidential information, administering and tracking Federal and Oregon Family Medical Leave, and may include participating in labor negotiations. Serves as the finance project administrator, coordinates grants, fiscal procedures, and project administration. Other duties include assisting with maintaining accounting records as required by law, supervising the daily operations of the finance department staff, and acting as deputy city recorder and deputy elections officer. This position performs other related work as required.
SUPERVISION RECEIVED: Works under the supervision of the Finance Director with work reviewed on the basis of results achieved, accuracy, and conformance with established procedures.
SUPERVISION EXERCISED: Exercises direct supervision over finance staff.
TYPICAL EXAMPLES OF WORK: An employee in this classification may perform any of the following duties. However, these examples do not include all the specific tasks which an employee may be expected to perform.
1. Reviews invoices, receipts of deposits and procedures recording funds; monitors all financial reports from general and subsidiary ledgers. Reviews journal entries to the general ledger. Reviews monthly reconciliations of bank accounts and various financial modules. Prepares, posts online and notifies Department Heads of monthly distribution of financial reports. Assists Finance Director with monthly financial reports to the City Council.
2. Monitors outgoing and incoming banking transactions; 1) transfers monies as needed between accounts to cover payroll and accounts payable transactions; 2) uploads direct deposits, initiates tax, benefit, loan payments, credit card fees, etc. on a timely basis; 3) monthly tax collections, monthly water board collections, monthly and quarterly state revenue allocations, etc. Prepares journal entries for Intermediate Accountant to enter followed by verification and reconciliation to the General Ledger.
3. Provides building codes and sewer revenue projections. Reviews and recommends sewer fee adjustments; responds to questions and complaints from the public regarding sewer fees; prepares revenue projections for the sewer accounts; prepares and reconciles annual billings for sanitary districts; assists with analysis and preparation of other information necessary for various issues related to sewer and water board.
4. Participates in the development and administration of the annual budget and assists in preparing the publication notices for the budget meetings.
5. Maintains and coordinates grant accounting with other departments and grantor agencies to ensure compliance with funding requirements.
6. Maintains and indexes the official city records. Acts as Deputy City Recorder attending regular Council, Urban Renewal, Budget, and other City meetings recording and transcribing the minutes for the meetings.
7. Assists Finance Director with reconciling and preparing schedules for the annual interim and final audits for the City, URA, and VCB audits; coordinates staff assignments, answers questions, locates materials, explains policies and procedures, reviews draft audits and assists with preparation of the annual Management Discussion and Analysis for all three audit documents.
8. Supervises, trains, and evaluates finance staff. Instructs personnel as needed so they are trained to perform assigned duties in accordance with established methods and procedures. Provides direction and scheduling for the efficient daily operations of the finance staff.
9. Attends monthly Information Technology Committee meetings as Finance member.
10. Presents to staff and the public a professional and courteous behavior that advocates good morale.
11. Practices work place safety following the City’s policies and procedures.
12. Performs the duties of the Finance Director in the Director’s absence.
13. Performs other duties as required.
KNOWLEDGE SKILL AND ABILITY: Considerable knowledge of modern accounting principles and practices and their application to governmental fund accounting; Oregon Local Budget Law, bookkeeping, payroll and benefits administration; computer processes and techniques; office practices, procedures, operation of standard office equipment, and spreadsheet application software.
Ability to perform detailed work involving numerical data; work independently with a minimum amount of supervision; cross-train with our finance staff; communicate effectively both orally and in writing; follow oral and written instructions. Ability to work effectively, as well as interact harmoniously with other employees, public officials, other agencies, and the general public.
EXPERIENCE AND TRAINING: Bachelor’s degree in accounting or business administration with two to four years of experience or experience equivalent to a degree in accounting or business administration performing similar duties, preferably in governmental accounting with experience in computerized accounting operation. Any other satisfactory equivalent combination of experience and training supplemented by college level course work which ensures the applicants ability to perform the work and the above duties.
ESSENTIAL JOB FUNCTIONS: Ability to use and understand computers; multi-task and complete work in a timely and accurate manner; communicate effectively orally and in writing; prepare standard accounting reports and correspondence; work independently and in accordance with established policy; and maintain confidentiality of agency records. Must be able to develop and maintain positive cooperative team-oriented relationships with coworkers, supervisors, managers, and others you come into contact with. Perform other duties as directed by the Finance Director. Ability to follow and practice all safety rules and procedures established for work area.
TOOLS AND EQUIPMENT USED: Personal computer, including word processing and spreadsheet software; cash register, 10-key calculator, phone, copy machine, and fax machine.
The physical demands described here 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 functions. While performing the duties of this job, the employee is frequently required to sit, talk, and hear. This position requires an employee to occasionally walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands or arms. Physical demands of position are minimal involving moving materials weighing up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust and focus.
WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed primarily in an office setting. The noise level in the work environment is usually moderately quiet.
GUIDELINES: The duties listed above are intended only as illustrations of the various types of work that may be performed. 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 the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
FLSA Status: Exempt
Employees work in a strong team-oriented environment and receive a generous employee benefit package which includes eleven paid holidays, vacation and sick leave, life and accidental death and dismemberment insurance, long term disability, medical, dental and vision insurance, and retirement through the Public Employees Retirement System. The City pays 90% of the medical and dental insurance premium for the employee and their family.
Applicants must complete and submit the required City application packet by 5:00 p.m. July 18, 2018 as specified in this job announcement. All applicants will be notified of the final status of their application.
Application Acceptance Period: ...............................June 21st – July 18th
Review of Applications: ............................................ July 23rd – July 25th
Interviews with Selected Candidates: .......................Aug. 1st – Aug. 6th
Follow-up Interviews (as needed): ............................Aug. 6th – Aug. 10th
Probable Date for Offer of Employment: ...................August 17th
Projected Start Date: .................................................August 31st