FINANCE ADMINISTRATOR
TOWN OF EAST HADDAM
The town is seeking qualified candidates for the position of Finance Administrator. Applicants must possess the skills necessary to manage the accounting and reporting, financial planning and analysis, budgeting and debt service for the town. Municipal finance and munis experience preferred. Salary commensurate with experience. Job description and benefit package details available upon request. Cover letter with resume and application must be submitted to Mark Walter, First Selectman’s Office, P.O. Box K, 7 Main Street, East Haddam, CT 06423 by June 18, 2009. EOE.
TOWN OF EAST HADDAM
Finance Administrator
Exempt
Position Purpose:
The purposes of this position are to assure development and maintenance of the Town’s fiscal stability by directing and administering the Town’s municipal funds, accounts payable and receivable, accounting controls, cash management, and payroll. The Finance Administrator assists the First Selectmen with purchasing controls, health benefits, pension, insurance, and preparation and monitoring of the municipal budget. The Finance Administrator is required to exercise considerable independent judgment in administering and managing the department according to government accounting standards and is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.
Supervision:
Supervision Scope: Performs responsible duties requiring independent judgment and initiative in planning, organizing and directing the work of the office. Also performs a wide variety of special accounting, management and administrative responsibilities requiring an extensive knowledge of automated and manual accounting systems, budgeting techniques and the appropriate application of fund accounting so as to achieve mandated performance criteria and to manage the office.
Supervision Received: Works under the direction of the First Selectmen; follows established polices where appropriate. Receives Policy Direction from Board of Finance and serves as staff to Board of Finance.
Supervision Given: Supervises Account Clerk; developing job direction, assigning tasks, providing instructions as needed, and monitoring performance.
Job Environment:
Managerial, administrative and other work is performed in a moderately noisy or quiet office conditions. Coordination, reporting and presentations are conducted in conference and in large meeting rooms.
Requires the operation of telephones, computers, copiers, facsimile machines, and other standard office equipment.
Makes frequent contact with other municipal departments specifically department heads, and periodic contact with Board of Finance, Board of Selectman, state agencies, bank officials, financial advisors, bond counsel, auditors, town attorney, other municipal finance directors, vendors and contractors and seldom contact with the general public; communication is frequently in person, by telephone, fax, email in writing or at meetings. Contacts require a high level of persuasiveness and resourcefulness to influence the behavior of others or to resolve problems.
Errors in judgment or omissions could result in delays in service, loss of funds and legal ramifications and affect the Town’s bond rating.
Essential Functions:
(The essential functions or duties listed below 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.)
· Plans, organizes, initiates and directs comprehensive municipal finance system; develops short term and long range comprehensive financial goals; responsible for application of sound financial practices; prepares appropriate financial reports and makes appropriate presentation of town’s overall finances.
· Manages, administers and supervises finance office and staff, functions including payroll; accounts receivable and payable; reconciliation of bank statements, grant funding, processing and control; fixed assets; accounts and fund management; preparation of weekly and monthly financial and budgetary reports to monitor expenditures and revenues.
· Performs accounting work in the recording and reconciling of Town revenues from the tax collector and other sources; prepare journal entries maintaining accounting controls of town expenditures; supervises purchasing procedures by auditing bills and invoices; monitoring and maintaining accounting controls of general ledger, fund accounting and general overall accounting system; reconcile reports from the treasurer; implement new accounting procedures as needed.
· Assists in the development and formulation of the Town’s annual operating and capital budgets; prepare budget forms and calculations for department heads; review and analyze various department, commission and agency request for accuracy; attends and makes presentations at various board meetings related to the budget proposals.
· Coordinates the year-end financial audit for the Town; prepare various schedules and spreadsheets for use in supporting documentation for the external auditors.
· Manages debt budget, assists with preparation of bond funding, manages bond accounts, prepares documents for bond sales and bond rating; monitors capital projects and prepares reports for reimbursements; maintains schedule of all town debt; calculates mill rate impact of bonded projects and analyses financial options for such projects.
· Assists First Selectman with administration of various insurance programs such as medical insurance, liability and property insurance, workers compensation; work with brokers and agents to acquire quotes.
· Assists First Selectman with administration of purchasing procedures by revising bidding and purchasing policies; evaluating bid proposals; and reviewing purchases for compliance with policy.
· Initiates, processes and manages all financial aspects of State and Federal Grants for the Town; prepares financial information for grants and prepares all grant reimbursement documentation.
· Prepares financial analysis and impact of labor negotiations.
· Coordinates with the Treasurer to assure that the record of revenues are in agreement with financial reports, banking procedures and investment policies are followed, insures funds are allocated to correct account.
· Develops department policies and procedures and assigns, trains and supervises staff. Consults with First Selectman on such personnel actions as hiring, termination, and discipline and obtains approval from First Selectman for such personnel actions.
· Prepares and administers operating budget for department; presents budget to the First Selectman, Board of Selectman and Board of Finance.
· Submits oral and written reports to Town officials as needed.
Other Functions:
· Performs related work as required.
· Continue professional development
Minimum Required Qualifications:
Education, Training and Experience:
The qualifications required would generally be acquired with a Bachelors Degree in accounting or some closely related field with more then 5 years of increasingly responsible work experience preferably in finance experience, municipal experience preferred, including supervisory experience; or any equivalent combination of education, work experience and training.
Special Requirements: None
Knowledge, Ability and Skill:
Knowledge: Comprehensive knowledge of governmental accounting; thorough knowledge of computerized financial systems and spreadsheet applications in municipal finance; knowledge of practices and principles of generally accepted government accounting principals; knowledge of state and federal laws and regulations related to municipal finance operations; knowledge of municipal budget procedures; working knowledge of overall municipal operations, cash management, pensions, payroll, insurance and health benefits.
Ability: Ability to develop short term and long range comprehensive financial plans and analysis; ability to oversee and maintain detailed and accurate records using data processing; ability to learn new computer technology; ability to collect, organize, analyze and interpret complex financial data; ability to establish and maintain effective working relationships with town staff and officials; ability to read and understand financial and legislative documents; ability to manage multiple priorities; ability to plan and prioritize department operations to meet established statutory deadlines; ability to assign, train, and supervise staff, ability to prepare and administer an operating budget for the department and town.
Skill: Excellent verbal and written communication skills; aptitude for working with people and maintaining effective working relationships with various groups; highly proficient skills in the use of office computers and financial software applications; skill in working with numbers, their calculation and significant detail; skill in using the above mentioned office equipment; skills associated with handling numerous projects at one time; skills associated with the supervision and training of staff.
Physical and Mental Requirements:
Work Environment
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None
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Under 1/3
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1/3 to 2/3
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Over 2/3
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Outdoor Weather Conditions
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X
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Work in high, precarious places
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X
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Work with toxic or caustic chemicals
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X
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Work with fumes or airborne particles
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X
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Non weather related –extreme heat/cold
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X
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Work near moving mechanical parts
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X
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Risk of electrical shock
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X
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Vibration
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X
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Physical Activity
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None
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Under 1/3
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1/3 to 2/3
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Over 2/3
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Standing
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X
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Walking
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X
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Sitting
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X
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Talking & Hearing
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X
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Using hands/fingers to handle/feel
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X
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Climbing or balancing
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X
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Stooping, kneeling, crouching, crawling
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X
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Reaching with hands and arms
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X
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Tasting or smelling
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X
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Bending, pulling, pushing
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X
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Other-Describe ____________________
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Lifting Requirements
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None
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Under 1/3
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1/3 to 2/3
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Over 2/3
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Up to 10 pounds
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X
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Up to 25 pounds
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X
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Up to 50 pounds
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X
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Up to 75 pounds
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X
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Up to 100 pounds
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X
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Over 100 pounds
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X
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Noise Levels
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None
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Under 1/3
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1/3 to 2/3
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Over 2/3
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Very Quiet (forest, isolation booth)
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X
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Quiet (library, private office)
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X
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Moderate noise (computer, light traffic)
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X
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Loud Noise (heavy equipment/traffic)
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X
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Very Loud (jack hammer work)
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X
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Vision requirements
__X__ Close vision (i.e. clear vision at 20 inches or less)
____ Distance vision (i.e. clear vision at 20 feet or more)
____ Color vision (i.e. ability to identify and distinguish colors)
____ Peripheral vision (i.e. ability to observe an area that can be seen up and down or
left and right while the eyes are fixed on a given point)
____ Depth perception (i.e. three dimensional vision, ability to judge distances and
spatial relationships)
____ No special vision requirements
(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)
