THE ADMINISTRATIVE SERVICES DEPARTMENT
The Pacific Grove Administrative Services Department is a service-oriented team that provides services and support to internal departments and to the public.
The Department is authorized for 10.25 FTE's, with eight positions assigned to finance, risk management, lease administration, payroll/benefits, and Cemetery Services; and 2.25 positions dedicated to Information Technology.
The selected candidate will have the pleasure of working for an organization that has received the GFOA Excellence Award in Financial Accounting for three years; and has recently received the GFOA Distinguished Budget Award.
THE IDEAL CANDIDATE
The City of Pacific Grove is seeking a candidate for this position that has exceptional accounting experience who has the strength of character and depth of knowledge to inspire, lead and mentor the talented, dedicated staff in the Administrative Services Department. This position may be filled at the lower classification based on qualifications and years of related experience
The salary range is listed below and is dependent upon qualifications.
Finance Program Manager is $41.39 - 54.15 hourly or $81,120 - $112,632 annually*
Deputy Director of Finance salary is $49.06 - $65.75 hourly or $102,044 - $136,760 annually**
Due to economic impacts related to COVID-19, staff is experiencing a 5% reduction in pay (one unpaid day off per month). This reduction in pay will be evaluated each quarter for FY 20/21 for an increase, decrease or suspension.
HOW TO APPLY
Interested candidates should apply online by January 31, 11:59 PM. Online applications (https://www.governmentjobs.com/careers/pacificgrove) should include an attached compelling cover letter, comprehensive resume and applicable certificates.
An interview process is expected to occur in February, and it is anticipated a selection will be made in February/March.
This recruitment will be handled with strict confidentiality. References will not be contacted until mutual interest has been established. Confidential inquiries are welcomed and should be directed to Human Resources Director, Leticia Livian at (831) 64-3171 or email to firstname.lastname@example.org.
Under general direction, plans, organizes, supervises, and manages a wide range of accounting activities, financial transactions, procurement, and administrative projects, programs and staff. Serves as the Administrative Services Director as needed.
The Administrative Services Program Manager (Deputy Director of Finance) will have four years of increasing responsible accounting experience, with two years of experience in supervising professional level accounting staff; and demonstrated knowledge in accounting, financial reporting, implementing internal controls, and budget administration.
The Finance Program Manager will have demonstrated knowledge in both professional level accounting and budget preparation; with a sufficient background to review or train staff in professional and technical level of assignment. The Finance Program Manager position will require leadership or supervisory experience in area of assignment or clerical staff
These two positions are distinguished from the Management Analyst class in that the Management Analyst position in Finance may have various finance, risk management, or operational supervisory responsibilities
ESSENTIAL FUNCTIONS: -- As defined under the Americans with Disabilities Act, essential functions may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
Participates in the development, preparation, and monitoring of the annual budget, prepares, calculates, and analyzes a variety of financial reports and data in preparation of the annual operating budget and the capital improvement program budgets; may prepare projections for assigned areas; and recommends adjustments as needed
Performs technical and professional level accounting and auditing; and research accounting issues to determine or recommend proper accounting treatment
Reviews accounting transactions and processes for accuracy, appropriate account coding, and authorizations; while ensuring that all accounting processes have proper audit trails and internal control
Supervises staff that could be responsible for various functions, including: Capital assets, grants, project accounting, bank reconciliations, investments, debt; or accounting operations, such as accounts payable, payroll, accounts receivable, purchasing
May provide management oversight of the City’s leased property portfolio, including negotiations and contract management
Supervises and performs year-end reconciliations, adjustments and closing of financial records, assists with coordination of the annual financial audit, and prepares or supervises the preparation of various audit schedules
Ensures financial records are in compliance with laws, ordinances, regulations, grant agreements, contractual obligations, and Generally Accepted Accounting Principles (GAAP)
Prepares or coordinates the timely preparation of monthly and periodic reports, including mandated governmental reports
Participates in identifying business requirements for information systems and provides recommendations in maximizing the use of integrated financial systems.
Assists in the development, implementation, and training of purchasing policies and procedures in a decentralized environment, which may include the review and verification of insurance certificates
Develops systems, procedures, policies, and programs to identify, evaluate, manage, and monitor aspects of risk exposure to the City; makes recommendations regarding adequacy of insurance coverages, costs, and benefits associated with alternate coverage
May work with other departments in relation to risk management processes, which could include loss prevention efforts and occupational safety
Conducts research, compiles, analyzes, and interprets a wide variety of complex information and data, prepares a variety of complex and analytical documents and reports, and may present information to individuals or groups.
May develop requests for proposals and manage contracts
Prepares or assists in preparation of departmental policies, procedures, and internal controls, and communicates information to program staff and City employees.
Supervises staff, assists in the hiring, training and development of staff; monitors and evaluates performance; recommends appropriate disciplinary action, and establishes performance enhancement goals
Serves on various committees and attends meetings, as assigned
Collaborates with attorneys and/or the Administrative Services Director on various legal issues that could relate to risk management claims, payroll, or contract administration
Prepares and reviews written reports, correspondence, and other materials; and may present the end work product to the City Council
Oversees organization and retention of all accounting, financial, and risk management records
May service as Administrative Services Director, as assigned
Education, Training and Experience Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Deputy Director of Finance
Bachelors degree from an accredited college or university with major course work in finance, accounting, public administration or a closely related field and four years of increasingly responsible accounting experience, including at least two years in the public sector, and two years of experience supervising professional level accounting staff.
Finance Program Manager
Bachelors degree from an accredited college or university with major course work in finance, accounting, public administration or a closely related field and three years of increasingly responsible accounting experience; OR an equivalent combination of eduction, training, and experience; and two years overseeing paraprofessional level staff or demonstrated leadership in in a financial setting.
Knowledge of processing workers compensation and/or liability claims; or information technology is desirable. A CPA certification is desirable.
Legal, ethical, and professional standards of conduct
Principles and techniques of supervision, including staffing, delegating, employee development, employee performance, discipline, and monitoring work assignments
Generally Accepted Accounting Principles (GAAP) for government
Governmental budgeting, accounting, auditing, purchasing, and payroll methods and practices
Techniques and procedures for maintenance of capital expenditure records and accounts
Automated financial systems, computers, and related software applications
Public and general liability insurance, workers compensation insurance, and claim adjustments
Principles, methods, and practices of accounting, financial, and risk management record keeping, including maintenance of confidential and sensitive materials.
Research techniques; and analytical and technical report writing
Current pertinent Federal, State and local laws, codes and regulations
Techniques of providing a high level of customer service by effectively dealing with departments, public, vendors, and contractors
Planning, organizing, coordinating and managing complex and advanced accounting work
Performing professional analyses and interpretation of financial and accounting records and make concise and useful recommendations
Understanding and interpreting and applying Federal, State and local policies, laws and regulations as they relate to finance, accounting, and risk management
Processing general liability, personal injury, and claim adjustments in accordance with state and federal laws, regulations, legal, and administrative requirements in a confidential environment
Selecting, supervising, training and evaluating staff
Communicating clearly and concisely, both orally and in writing.
Providing professional advice, assistance, information and support to City staff on complex administrative service matters
Analyzing complex operational and administrative issues problems, evaluate alternatives, and recommend or adopt effective courses of action
Developing, implementing, and monitoring goals, objectives, and work standards
Establishing and maintaining effective working relationships with those contacted in the course of work
Exercising sound judgment and applying professional business ethics
CONDITIONS OF EMPLOYMENT:
Must be willing to attend evening or weekend meetings and/or critical events and activities, as appropriate. This position has a critical role for the City in the preparation for, during, and in recovery from physical disasters and other emergency incidents.
Must take an Oath of Office
Must pass a Department of Justice background check
Deputy Director of Finance is an exempt, at-will position. Finance Program Manager is exempt and represented by the Management Employees Association (MEA).
Licensing and Certification Requirements
License and Citification Requirements
A valid California Driver's license may be required.
Physical Demands and Working Environment
Work is performed in a standard office environment.