Woodinville Fire and Life Safety District

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1 Woodinville Fire and Life Safety District Class Title: FLSA: Bargaining Unit: Finance Manager Exempt Non-Represented BASIC FUNCTION: Serves as a member of the District management team and as the District Finance Manager; performs and/or supervises accounting, budgeting, expenditure, finance, financial reporting and payroll functions for the District; serves as a technical subject matter expert. Assures the accuracy, timeliness and quality of the District s financial and resources management activities and work products and assures that appropriate internal controls are in place to safeguard the District s financial and physical assets. REPRESENTATIVE DUTIES: Essential duties are noted in italics. FISCAL MANAGEMENT: Plans, organizes, coordinates, performs and supervises the day-to-day accounting, asset maintenance budgeting, expenditure vouchers, finance, financial reporting and payroll activities for the District. Directs, coordinates and supervises the work of administrative or support specialists in accounting, asset maintenance, budgeting, expenditure vouchers, finance, financial reporting and payroll; reviews and verifies the accuracy of financial records and assures required deadlines are met; cross trains in a wide variety of accounting, expenditure, payroll and other finance duties; assists with the training and cross training of staff. Provides direction to staff for the appropriate handling of financial transactions and other financial activities. Reviews source documents for compliance with rules, regulations, policies and applicable laws; reviews documents for validity and accuracy of information and the proper posting to the District s financial system(s).

2 Finance Manager Page 2 of 6 Maintains and updates the District s Chart of Accounts in accordance with the District s organizational structure and the Washington State Budgeting Accounting and Reporting System (BARS). Responsible for auditing and balancing all financial transactions including journal entries, expenditures, accounts payable, payroll, King County Treasury reports and other accounting processes to ensure that transactions are recorded in accordance with District policies, procedures and the Washington State Budget Accounting and Reporting System (BARS) requirements. Develops and leads the preparation of financial reports submitted to the Chief Administrative Officer, Chief Executive Officer, Board of Fire Commissioners and the State Auditor s Office. Assures appropriate internal financial controls are in place to provide for the safeguarding of the District s assets and the accuracy of the District s financial reporting to the Chief Administrative Officer, Chief Executive Officer, Board of Fire Commissioners and the State Auditor s Office. Periodically reviews and makes recommendations for updates to the District s comprehensive financial policies, along with day-to-day procedures to assure that appropriate policies, procedures and finance controls are in place. Designs, develops and maintains Excel spreadsheets and budget software for tracking and analyzing financial information. Forecasts and monitors cash/investment balances to ensure sufficient liquidity for payroll, claims warrants and debt payments. Works with the King County Finance Department and outside service providers (e.g., timekeeping, payroll processing, automated financial system vendors and information system consultants) that are integral components of the District s financial processes. Provides support for the District s annual budget process: develops procedures, worksheets and forms; reviews and analyzes budget submittals and develops recommendations; provides technical assistance and budgetary training to staff; prepares analyses, financial models and projections; assists in the assembly of the recommended and final budget documents; prepares summary materials for presentations to the Board of Fire Commissioners. Monitors revenues and expenditures, and produces periodic reports on the District s financial performance; analyzes and reports on variances from the budget and/or multi-year financial forecast.

3 Finance Manager Page 3 of 6 Conducts special studies and analyses pertaining to a wide variety of financial issues; prepares specialized or ad hoc reports on an as-needed basis. Develops and periodically updates a multi-year financial forecast model for the District; prepares materials to report the results to the Board of Fire Commissioners in a clear, concise manner. Prepares clear and concise written reports, including graphics, for presentations to the Chief Administrative Officer, Chief Executive Officer and the Board of Fire Commissioners. Assists in developing financial strategies, priorities, plans and policies; compiles, evaluates and analyzes financial information and reports on the District s financial activities; develops, reviews and monitors financial status reports; provides for the effective communication of financial issues. Develops financial reports on the District s financial condition for the Chief Administrative Officer, Chief Executive Officer and the Board of Fire Commissioner. Provides motivation, leadership, team building skills, mentoring, training and direction for subordinate staff. Evaluates work flow activities and internal controls; develop recommendations to enhance the effectiveness, efficiency and quality of work being performed. PHYSICAL RESOURCE MANAGEMENT: Develop strategic initiatives and plans for the District s technology infrastructure. Oversee the maintenance and upkeep of District technology infrastructure and physical assets. Oversee the resource tracking and inventory processes. Oversee facility maintenance process and procedures. Oversee vehicle maintenance process and procedures. Oversee the collection and analysis of the District s quality assurance processes and procedures. GENERAL MANAGEMENT/SUPERVISION: Serve as an engaged, active and collaborative member of the District s management team. Provides fiscal analysis to and serves as a member of the District s labor negotiations team.

4 Finance Manager Page 4 of 6 Act as the Chief Administrative Officer of the District, as directed, during the absence of the CAO. Supervises administrative and support specialists responsible for accounting, budgeting and financial reporting. Coordinate with uniformed Battalion Chiefs, managers and supervisors regarding human sources and emergency management related activities. KNOWLEDGE AND ABILITIES: Knowledge of: Washington State Budgeting Accounting and Reporting System (BARS) for Fire Protection Districts. Laws, rules and regulations related to municipal accounting. Internal financial control concepts and best practices. General accounting, auditing, budgeting, expenditure, payroll, and financial reporting principles, best practices and procedures. Personal computer systems. Office management practices and principles. Microsoft Office products, database and report writing software. Baldridge national quality award criteria or other quality assurance processes. Ability to: Lead, supervise and motivate employees and to plan and organize. Direct and evaluate employees. Prioritize tasks, elicit cooperation, resolve conflicts and coordinate the work of others. Interpret and apply laws, rules, regulations and policies for financial functions. Collect, analyze, evaluate and report on information and data from a variety of sources. Use Microsoft Office products along with the ability to effectively use other automated financial management systems. Prepare clear and concise written reports, including graphical display of information.

5 Finance Manager Page 5 of 6 Communicate effectively in one-on-one and group settings. Identify, develop, implement and maintain industry Best Practices. Adapt to cutting edge technology and systems. EDUCATION AND EXPERIENCE: A bachelor s degree from an accredited college or university in accounting, business or public administration or closely related field. Qualifying experience may substitute for all or a portion of the required education. Progressively responsible accounting, budget and/or finance experience, preferably in the public sector, including supervisory experience. Experience in working with the Washington State Budgeting Accounting and Reporting System (BARS) is preferred. LICENSES AND OTHER REQUIREMENTS: None required. WORKING CONDITIONS: The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. The position works in an office, and the noise level in the work environment is usually low to moderate. While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals (i.e., copier toner).

6 Finance Manager Page 6 of 6 Work is performed mainly during regular office hours; however, incumbent may be required to attend meetings or agency events outside regular office hours.

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