Department Manager, Financial Services

Port of San Diego - San Diego, CA3.6

Full-time
Description
The Port of San Diego is recruiting for a Department Manager for Financial Services Department. The ideal candidate will have a minimum experience of eight years of progressively responsible experience in planning, organizing, and managing activities in finance and accounting. Experience in supervising the work of professional, technical and administrative staff; overseeing accounting operations including payroll, financial reporting, budget administrations, year-end audit, and financial planning and analysis is desired.

Other desirable traits include effective leadership and communication skills and being adaptive and versatile in dynamic work environment.

It is desirable to have experience in leading teams in facilitating resolution of issues including finding solutions in improving systems and business process issues, researching, interpreting, implementing, and monitoring accounting rules and regulations such as GAAP and GASB standards, and federal and state payroll rules and reporting requirements.

GENERAL PURPOSE

Under general policy direction, plans, organizes, manages and directs the work of teams including activities of the financial planning and analysis functions, accounting and financial reporting activities; oversees the development of the District's comprehensive budget, mid-year review, financial plans and analyses, long range cash flow forecasts; oversees the annual financial audit, single audit, preparation of the Comprehensive Annual Financial Report (CAFR); supports debt issuance activities; may plan and organize the work of teams engaged in developing, implementing, testing and evaluating large-scale projects of significant District impact; facilitates the resolution of issues between key stakeholders; monitors and ensures compliance with applicable requirements of regulatory agencies and District policies; represents the District and acts as a liaison in high-level interactions; provides expert financial consulting and professional assistance and support to District management on financial planning and related matters; acts as a complement and substitute for the Director; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Department Manager, Financial Services is a management level position working under the Director, Financial Services. The incumbent is responsible for managing units or sections and implementing and executing departmental operational goals and objectives, including managing, directing and integrating comprehensive financial planning and analysis services for the District. The incumbent is responsible for managing and overseeing the work of professional support staff engaged in: the planning, coordination, development and management of the District's annual budgets; preparation of short- and long-range cash flow forecasts; managing and directing the performance of complex financial planning and analysis activities; and ensure proper accounting and financial reporting of complex accounting activities for the District. Responsibilities require independent judgment on issues that are complex, interpretive, and evaluative in nature. The incumbent manages and directs Financial Analysts who perform financial analyses and reporting and complex accounting activities for the District and supports debt issuance activities. The incumbent is expected to exercise considerable discretion and apply a detailed knowledge of generally accepted accounting principles, GAAP and GASB standards, District policies and procedures and other pertinent accounting and finance information in carrying out assigned responsibilities. Responsibilities and assignments require a thorough understanding of the District and department policies, practices and procedures, and involve significant accountability and high-level decision making. The incumbent may plan and organize the work of teams engaged in developing, implementing, testing and evaluating large-scale projects of significant District impact. The incumbent, under general direction, directs and manages the development of annual work programs and objectives, and monitors and ensures compliance with all applicable laws and regulations.

Department Manager, Financial Services is further distinguished from Director, Financial Services in that an incumbent in the latter class is responsible for overall management and direction of the District's broad, comprehensive financial services department, including budgeting, financial forecasting and analyses, financial reporting, and accounting.

Essential Duties and Responsibilities
The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

1. Plans, organizes, controls, integrates and evaluates the work of assigned units; with subordinate supervisors and staff, develops, implements and monitors work plans to achieve department mission, goals and performance measures; participates in the development of and monitors performance against the department's budget; manages, recommends and oversees the development, implementation and evaluation of work programs, plans, processes, systems and procedures to achieve District and department goals, objectives and performance measures consistent with the District's quality and customer service expectations.

2. Plans, organizes, directs and evaluates the performance of assigned supervisors and staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; provides compensation and other rewards to recognize performance; takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with federal, state and local laws and regulations, District human resources Rules and Regulations, policies and labor contract provisions.

3. Provides leadership and works with supervisors to develop and retain highly competent, service-oriented staff through selection, compensation, training and day-to-day management practices that support the District's mission, objectives and service expectations; provides leadership and participates in programs and activities that promote workplace diversity and a positive employee relations environment.

4. Manages and directs the preparation and maintenance of accounting records and the preparation of the monthly financial statements, annual financial Audit Report, Single Audit Report, CAFR, schedules and reports for the District and other regulatory bodies; manages, oversees, and reviews the work of employees preparing monthly and periodic accounting reports and schedules.

5. Prepares and publishes fiscal documents and records at the level of professionally recognized standards (i.e., California Society of Municipal Finance Officers and Government Finance Officers Association (GFOA)).

6. Implements all new GASB pronouncements and GFOA financial statement disclosure requirements, works with affected District departments to facilitate timely and accurate implementation.

7. Plans, organizes, manages and directs assigned activities and operations which may include cash receipts, account collections, check signing functions, accounts receivable, accounts payable, general ledger, , fixed asset and financial analysis; reviews and verifies multiple and complex accounting transactions to ensure compliance with GAAP, GASB, IRS and other regulatory requirements and District policies; plans, organizes and manages month-end and year-end closing activities; controls, reviews and monitors maintenance of records to ensure they are accurate, up-to-date, complete and in compliance with all appropriate standards, laws, rules, regulations, and policies.

8. Plans, controls, integrates and directs cash receipt, delinquent account collections, and accounts payable auditing and check signing activities and functions; provides necessary authorizations, expertise, guidance and assistance to staff in complex, sensitive or unusual situations; monitors and ensures that necessary cash receipt procedures and controls are enforced and followed; handles stop payment checks; monitors and maintains cash account and oversees cash flow tracking; oversees and monitors petty cash accounts; directs, manages and monitors auditing of accounts payable checks, as well as signing process; in difficult or sensitive situations, writes collection letters, communicates with tenants and determines most effective course of action to secure payment; completes and files claims in bankruptcy court; evaluates and recommends write-offs of doubtful accounts receivable.

9. Manages and monitors preparation of a wide variety of regular and special accounting and financial reports for District departments, the Board, senior management and other governmental and regulatory bodies; reviews, verifies data and audits reports to ensure accuracy and completeness and that notes and explanations are correct, relevant, and descriptive; identifies and ensures the resolution of problems and issues; ensures reports are distributed to internal and external sources in a timely manner.

10. Liaison with independent auditors in conducting their annual audits of the District; monitors and participates in resolving audit issues; reviews working papers and schedules prepared for auditors for accuracy; follows up and reports on implementation of auditor findings.

11. Understands, enforces, interprets and explains complex regulations, laws and guidelines; continually monitors compliance with regulatory requirements, such as FLSA, IRS and state regulations; researches and verifies that District is in compliance with GAAP and GASB standards and guidelines.

12. Provides expertise, guidance and assistance to staff, senior management, other District personnel and external customers, including IRS and other regulatory bodies, in financial reporting and other accounting and finance areas; evaluates specialized information and data and provides decisions and recommendations on a wide array of accounting and finance matters.

13. Leads, develops, writes, analyzes, reviews and presents a variety of technical and professional reports, documents, correspondence and records related to departmental programs; drafts correspondence to other District departments and state and federal regulatory agencies; drafts Board of District Commissioners agenda items and memos; oversees maintenance of accurate and complete records.

14. Supports the preparation of financial and management information for official statements, bond agency rating analyses and annual financial reports;

15. Plans, organizes, controls, integrates and evaluates the work of internal staff, consultants and contractors assigned as program or project staff; develops, implements and monitors project plans to achieve planned project goals and performance standards and criteria; develops and monitors performance against the project budget; plans, prioritizes, monitors and controls business, technical, fiscal and administrative functions relevant to program or project success.

16. Conducts or manages and directs the completion of special financial studies and projects involving complex, specialized and technical data and an in-depth application of accounting principles and practices

17. Manages a large-scale District-wide program or project; formulates overall program/project goals; researches, develops and implements program or project plans to meet goals and service objectives; develops, recommends and manages program budgets, features and metrics; develops and implements or recommends associated program policies and operating and administrative procedures; identifies and recommends solutions to program resource needs and requirements; develops a program or project work plan; plans, organizes, implements and evaluates work activities to meet established overall program or project goals and objectives; analyzes alternative methods or processes to meet program and service delivery goals, including conducting cost benefit and resource requirement analyses; ensures program compliance with all applicable District and outside agency requirements.

18. As project leader, defines project goals and objectives, convenes appropriate task forces and committees, develops agendas and facilitates meetings, develops and manages multi-year and annual work programs, negotiates, manages and expedites consultant contracts and monitors project status and progress; manages change control processes; leads and participates in the analysis and redesign of complex work processes associated with program/project requirements; conducts management reviews of progress against time lines and budgets and develops project reports and related materials; develops and prepares reports and presentations.

19. Evaluates the effectiveness of program activities and makes or recommends program modifications; monitors conformance with program/project budget and other requirements; prepares narrative and statistical program performance reports and recommendations.

20. Represents the program and project team with senior management, project sponsor, consultants, contractors, stakeholders and the public.

21. Oversee support and maintenance for SAP core financial and budget modules, including directing staff who: coordinate, test, and implement upgrades and support packs, troubleshoot and resolve problems, develop reports, continue to improve knowledge and skills, provide cross training on module configuration, document processes and procedures relating to the core modules, and identify and implement process improvements relating to SAP functionality.

22. Develops and maintains complex financial models; streamlines assumptions and drivers of financial plans; provides analytical and strategic planning support on a variety of activities including cost reduction and revenue enhancements; develops analytical methodologies for measuring operating performance.

23. Develops and participates in implementing goals, objectives, policies, standards and internal controls for the department; develops and implements process improvements; manages and directs compilation, revision and maintenance of procedural manuals.

24. Serves as a District representative and acts as a liaison in interactions with other industry and governmental agencies, tenants, District member cities, professional organizations, community groups and elected officials on departmental issues; participates in meetings, conferences, conventions and other professional forums to keep abreast of regional/national regulations, practices, and emerging strategies for Districts.

OTHER DUTIES

1. Assists as needed on special assignments and projects dealing with financial planning issues.

2. Represents the District and coordinates financial planning activities with other public and governmental agencies.

3. Acts as Director, Financial Services in that individual's absence and as assigned by the Director.
Qualifications

Knowledge of:
1. Principles and practices of general, fund and governmental accounting including financial statement preparation, methods of financial control and reporting and municipal accounting standards and requirements.

2. Principles and practices of strategic and long-term planning.

3. Principles and practices of cost and fixed asset accounting and GAAP and GASB accounting standards and requirements.

4. Internal control and audit principles and practices.

5. Principles, practices, methods and techniques of budgeting for capital improvements and operations of public agencies.

6. Principles and practices of public agency capital financing.

7. Principles, practices, laws and regulations governing the management of public funds.

8. Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility.

9. District operations and functions and associated financial planning and budgeting issues.

10. Principles and practices of public administration, including purchasing and maintenance of public records.

11. Research methods and statistical and financial analysis formulae, tools and techniques.

12. Principles and practices of computer-based financial and accounting systems.

13. Principles and practices of effective management and supervision.

14. District human resources Rules and Regulations and labor contract provisions.

Ability to:
1. Plan, direct and integrate a variety of complex financial planning and budgeting programs and activities.

2. Analyze and make sound recommendations on complex financial data and operations.

3. Develop and implement financial procedures and controls.

4. Develop and implement financial planning and forecasting tools.

5. Evaluate financial programs and make recommendations for improvement.

6. Define complex budgeting, financial and financing issues, perform difficult and complex analyses and research, evaluate alternatives and develop sound conclusions and recommendations.

7. Understand, interpret, explain and apply District, state, and federal policy, law, regulation and court decisions applicable to areas of responsibility.

8. Understand, interpret, explain and apply District, state, and federal policy, law, regulation and court decisions applicable to areas of responsibility.

9. Plan, organize, manage and assist in integrating the activities of a department providing accounting and financial reporting and analysis services to meet District objectives and legal requirements.

10. Makes oral presentations of financial forecasts, strategies, proposals and recommendations clearly, logically and persuasively in public meetings.

11. Represent the District effectively in presentations to, and discussions with, external auditors, legal counsel, negotiations with others, and other dealings on a variety of issues.

12. Prepare clear, concise and comprehensive financial and treasury statements, correspondence, reports, studies and other written materials appropriate to both technical and non-technical audiences.

13. Exercise sound, expert independent judgment within general policy guidelines.

14. Exercise tact and diplomacy in dealing with sensitive, complex, and confidential issues and situations.

15. Establish and maintain effective working relationships with all levels of District management, Commissioners, other governmental officials, employees and the public; exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.

MINIMUM REQUIREMENTS

Education, Training and Experience:
Graduation from a four-year college or university with a major in finance, accounting, business administration, or a closely related field; and eight years of progressively responsible finance and accounting experience, including the development and management of budgets, financial planning and financial analysis; at least four of which were in a supervisory or management capacity. Governmental accounting experience preferred. Time served as a District Intern counts towards the years of experience.

Licenses; Certificates; Special Requirements:
License as a Certified Public Accountant is desirable but not required.

Working knowledge of SAP desired but not required.

A current, valid California Class C driver's license at time of appointment and maintained at all times thereafter in order to operate a vehicle on District business.
Supplemental Information
PHYSICAL AND MENTAL DEMANDS
Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

Resolution #: 2015 - 79
Dated: June 11, 2015