Description:
The Finance Director is an “at will” position, meaning that they serve at the pleasure of the Housing Authority Executive Director and may therefore be terminated from employment at any time and for any reason with or without cause. The person holding the position understands that they have no property right or interest in continued employment.
The following represent the major essential and secondary duties of the position; however, they are not intended to be all-inclusive. The Housing Authority reserves the right to change, reassign, or combine job duties at any time.
DEFINITION
Responsible for the accuracy and integrity of the Housing Authority’s general accounting and finance related activities including but not limited to payables, receivables, payroll, general ledger, budget creation and maintenance, auditing, fiscal reporting, recordkeeping, and compliance; internal and external financial information reporting and planning, financial analysis, as well as grant and special funds accounting. Performs highly responsible administrative and leadership work involved in the planning, coordination, management, oversight, and stewardship of the fiscal operations of the agency; advises, supports and works with other executive staff to establish agency policy, procedure, objectives, and work culture. Assumes full management responsibility for all Accounting Department services and activities including recommendation of policies and procedures for improvement of financial operations and internal controls. Preparation of all financial reports required, including fiscal year-end reporting; preparation of initial operating budgets and revisions; maintenance of all financial records; examination, balancing, adjusting and reconciliation of accounting records.
SUPERVISION RECEIVED AND EXERCISED
This individual has direct supervisory responsibility for all personnel assigned to the Accounting Department. Receives administrative direction from the Executive Director.
ESSENTIAL FUNCTION STATEMENTS
The following tasks are typical for positions in this classification. Any single position may not perform all these tasks and/or may perform similar related tasks not listed here:
Duties involve all supervisory responsibilities including staff selection, training, monitoring of work flow, problem resolution, performance appraisals, and policy development and implementation. Reviews and/or audits work to insure consistency and compliance with regulations, internal controls, and audit requirements.
Performs and supervises financial aspects of the Housing Authority’s operation, such as payroll, accounts payable and receivable and cash flow. Develops and maintains all general ledgers using computerized accounting system. Reviews accounting entries prepared by department staff, insures accuracy and integrity of all journal entries, verifies all account balances, reviews all invoices for payment. Prepares trial balance and generates financial statement for all programs. Maintains accounting records and files in accordance with established regulatory requirements and review criteria.
Has a thorough working knowledge of all agency accounting software, and shares responsibility with the accounting staff for the day to day activities related to cash receipts, disbursements, payroll, bank accounts, etc.
Develops overall budget projections and revisions. Prepares annual budget projections for all HUD programs including Low Income Public Housing and Section 8 Housing Choice Voucher programs; USDA RD 514-516; Bond and Tax Credit properties; and open market units according to established regulations. Coordinates data and information from other management staff for the development of budgets. Compiles and prepares necessary documentation to complete and submit the proposed budget for Board approval. Compiles reports to substantiate funding requests and requisitions funds from appropriate funding sources. Monitors and analyzes all budget funds, cash flow requirements and expenditures, and provides necessary information to the Executive Director to insure compliance with funding source requirements.
Maintain fixed asset and inventory records. Records depreciation, acquisitions and dispositions. Responsible for annual physical inventory of Housing Authority assets and bi-annual inventory of office and maintenance equipment.
Direct, plan and coordinate all required audits, tax returns and reviews, and third-party evaluations of the agency and its affiliates. Responsible for procurement of annual Audit service and Actuarial services related to post-employment and pension benefits and complies with reporting requirements of same.
Interfaces with other management staff and third-party property management to determine and monitor goals, coordinate projects and activities and discuss performance. Serves on internal and external committees as required and assigned.
Engage effectively and communicate effectively with colleagues, federal and state agencies, investors, partners, lenders, suppliers, and other external stakeholders.
Report to governmental agencies via on-line accounting and reporting systems including HUD Real Estate Assessment Systems and USDA-MINC.
Interfaces with financial institutions to maximize interest earning potential on investment funds with insurance and collateralization as the first priority. Assists Executive Director to determine investment policy per HUD regulations and California Government Code. Ensures collaterization requirements comply with HUD regulations.
Performs other essential duties and tasks as assigned.
Requirements:
QUALIFICATIONS
The individual must possess the following knowledge, skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Knowledge of:
Requires an extensive knowledge of accounting principles and practices (including governmental accounting, and a thorough understanding of GAAP, GASB, etc., typically acquired through the completion of advanced accounting classes at the college level, and/or actual significant work experience with a public employer in which exposure to all areas of accounting (including cash management, investments, and governmental and fund accounting) were obtained, or any combination of education, training or experience that provides the required knowledge, skills and abilities. Management skills to analyze program, policies and operational needs.
Ability to:
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Plan, organize, direct, and coordinate work of lower level staff in a manner conducive to high levels of organizational performance.
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Lead and facilitate team building and communications.
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Select, train, supervise and evaluate subordinates.
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Maintain confidentiality.
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Work with a high degree of self-motivation and initiative.
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Analyze and identify problems and recommend solutions in support of Housing Authority goals.
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Devise and implement innovative approaches to maximize organizational efficiency and responsiveness.
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Interpret and apply Federal, State and local policies, laws and regulations.
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Compose clear, complete, accurate and concise correspondence and reports independently using correct grammar, syntax, punctuation and spelling.
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Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize work, set priorities, and meet critical time deadlines.
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Monitor grants.
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Prepare and administer large and complex budgets within established guidelines.
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Establish and maintain effective working relationships with those contacted in the course of work.
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Operate a personal computer using various Windows-based applications and related programs, including standard, as well as proprietary software.
Must comply with drug/alcohol free workplace requirements.
Experience and Education/Training Guidelines
Any combination of experience and education/training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Requires two years of previous management experience in accounting including budget development and maintenance for a similarly sized public employer.
Requires four years of previous experience in managing personnel including the ability to communicate, train, counsel and discipline employees effectively, to conduct effective performance appraisals, and to create a harmonious working environment.
Requires previous office experience working with the public in which the following skills were attained: effective telephone skills, ability to deal tactfully with a variety of people under constantly changing circumstances using tact and diplomacy, ability to prioritize and delegate tasks and work under minimal direction, ability to understand and follow complex verbal and/or written instructions, and familiarity with filing systems and standard business machines (such as copiers, scanners, computer equipment, telephone systems, etc.), and standard office practices.
Education/Training:
Requires equivalent to a Bachelors degree from an accredited college with major course work in accounting. CPA preferred, but not required.
License or Certificate:
Requires a valid California driver’s license and qualification for coverage under Housing Authority’s insurance policy without an additional increase in premium due to a questionable or poor driving history.
ADA COMPLIANCE
Environmental Factors;
Normal office setting.
Physical Ability:
Must be capable of performing light lifting of up to 20 pounds while in the office; predominately paper products, small office equipment, files, etc. Many files are retrieved and stored in overhead shelving; these files may weight up to 20 pounds. Files may be carried a distance of up to 100 feet from desk to storage facility.
Sensory Requirements:
Vision sufficient to read small print, computer screens and other printed documents.
