Intra-department Deputy Administrative Services Director

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #79 Deputy Administrative Services Director

NUMBER OF VACANCIES: 1

DEPARTMENT: Administrative Services

PAY GRADE: Q, Exempt

SALARY RANGE: $82,216 to $126,214/Annually

DAYS WORKED: Monday - Friday

HOURS WORKED: 8:00 a.m. - 5:00 p.m.

TYPE OF POSITION: Regular, Full-Time

WORK LOCATION: West Annex- 1st Floor

APPLICATIONS WILL BE RECEIVED THROUGH: Wednesday, May 8th, 2024

JOB DUTIES

ESSENTIAL DUTIES:

This is an executive position working under the direction of the Administrative Services Director.

Performs administrative and supervisory support to the Administrative Services Director to ensure that the department functions effectively and efficiently in various aspects of operations.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public. Explains, interprets, justifies, and defends department programs, policies, practices, actions, and activities for both internal and external customers along with department employees. Negotiates and resolves sensitive and controversial issues.

Provides department direction and supervision in the absence of the Director. Works jointly with the Director and exercises considerable judgement while leading, supervising, and providing direction to and oversight of management. Provides professional leadership over the day-to-day operations of the department in compliance with the personnel ordinance, annual pay resolution, and related administrative and financial regulations.

The Deputy Director has supervisory authority over all exempt and non-exempt employees in the department, however, has direct supervision over exempt and non-exempt employees in the Finance Division. Assists with hiring, training, promoting, counseling, disciplining and evaluating performance of the Division.

Manages staff development and completion of any other tasks that are necessary for the administration of the City's accounting systems, including staff training in proper accounting procedures and facilitating problem solving through group discussion. Conducts regular staff meetings to review progress, accomplishments, budgets, strategies, and plans for the Finance Division. Identifies opportunities for improvement and directs and implements changes.

Analyzes workloads and establishes standards of performance for accounting staff; schedules, organizes and directs daily work flow to adjust to constantly changing priorities, and determines budgetary and personnel requirements for the accounting operations and related special projects. Assesses and evaluates training needs, programs, and delivery. Implements and makes recommendations for changes based on need, quality, and efficiency.

Assists Director with supervision of the City's long-term contracts. Ensures the purchasing/procurement operations of the City are legally defensible while facilitating a courteous, customer service oriented relationship between the department, the public, and all City areas it serves.

Analyzes, addresses and completes a wide variety of highly technical accounting transactions and processes.

Under the direction of the City Treasurer, manages the City's investment portfolio in accordance with the City's investment policy. Assists in maintaining the City's investment policy and coordinates the activities of the investment committee. Manages investment maturities to coincide with the City's cash needs. Reconciles investments through advanced specialized software.

Serves as the Deputy City Treasurer (if authorized by vote of the City Council).

Prepares monthly investment reports for City Council and City Manager.

Serves as technology administrator and coordinator for all Internet banking functions.

Oversees all Internet banking transfers, wires, ACH and electronic fund transfer activities, and all other electronic banking transactions. Performs, tracks, and oversees utility bank drafts of electric customer accounts and direct deposit of payroll funds into employee accounts. Trains and monitors employees authorized to perform electronic banking tasks. Monitors staff access to internet banking security systems. Downloads daily reports and reconciles cash balances to ensure meeting daily cash operating needs of the City. Accesses monthly banking files and transfers to a specific file format for storage on the City's network.

Oversees all banking functions including check disbursement, bank account reconciliation, and managing relationships with local and/or national banking associates. Performs final review and acts as signature authority. Releases items for payment.

Performs, tracks, and oversees utility bank drafts of electric customer accounts and direct deposit of payroll funds into employee accounts.

Oversees the citywide accounting and expenditure control activities; ensures timely closure of the general ledger system each month and at year end.

Prepares and/or supervises the preparation of a variety of complex accounting reports and ensures timely completion of monthly or quarterly standard reports including completion of regular and special request accounting projects, GRT reports, Cost Allocation Plan, Popular Annual Financial Report, Comprehensive Annual Financial Report, Budget Books and others as required. Prepares and/or reviews the journal entry from the final Cost Allocation Plan data and update the transfer entry for inter-fund charges.

Oversees all City general and sales tax debt including reporting and accounting for issuance costs including consulting fees, legal fees, and amortization of any premiums or discounts.

Coordinates and budgets principal and interest debt payments with financial institutions. Provides technical assistance with the City's debt management activities, including quarterly analysis of the long-term debt portfolio and preparation of the long-term debt report and the maintenance of debt service schedules and the City's total debt obligation.

Compute and remit IRS forms for semi-annual taxable rebate.

Oversees the handling of all petty cash and cash drawers throughout the City. Assists in maintaining the City's cash handling policy. Supervises and assigns personnel to perform internal audits of petty cash and cash drawers.

Serves as technology coordinator for the City's Finance web page. Maintains financial information, links, and contacts on the web page. Coordinates periodic technology audit with outside consulting and/or audit firm.

Administers image documentation process for financial documents; coordinates these activities with staff. Coordinates all archiving activities with the City Clerk.

Oversees lodger's tax collections and convention center fee receipts including adherence to state and local reporting requirements.

Supervises and assigns personnel to perform annual lodger's tax audits. Reviews audits and makes recommendations to the City Attorney as needed.

Assists the Purchasing Division in preparing annual state auditor contract; complies with all State Auditor required guidelines, schedules, and recommendations in accordance with the State Auditor's Audit Rule.

Prepares the Annual Comprehensive Financial Report (ACFR); coordinates office activities to facilitate the conducting of the annual audit by an independent outside auditor. Oversees the writing of the MD&A and transmittal letter in coordination with the Department Heads and the City Manager. Coordinates scheduling of outside auditor with internal divisions and departments. Oversees the year-end closing of all accounting periods; adjusting journal entries; and accruals. Verifies all financial statements and schedules for accuracy and adherence to state, federal, and GASB requirements. Oversees preparation of the notes to the financial statements. Submits reports to GFOA for annual award consideration; administers suggestions from prior GFOA reviews. Completes and delivers data collection form to the Federal Audit Clearinghouse. Arranges all financial statements, notes, and schedules in a publishable format. Oversees printing of the ACFR document. Verifies the annual financial report is converted to Adobe format and is uploaded to the City's web site. Distributes ACFR to all authorized parties.

Assists with developing the department's conceptual and long-range master plans and annual operating budget; develops and makes recommendations, monitors budgetary expenditures. Assists the Director with development and implementation of department policies, procedures, and responsibilities and assists with the evaluation of the department's effectiveness.

Oversees and provides technical direction for and facilitates the timely preparation of the City's Annual Budget Report and related analytical reports.

Works with the Director to oversee the preparation of the annual city budget including, but not limited to the following:

1. Projects gross receipts tax revenue, interest earnings and other revenue for the General Fund and other funds.
2. Coordinates with the Human Resources Department to calculate accurate salary and benefit budget projections for the next annual budget.
3. Establishes and maintains worksheets, including the chart of accounts, within the City's accounting system to facilitate the entering of budget data by each department.
4. Establishes and maintains the City's budget reporting system for individual departments and the City as a whole.
5. Compiles five-year Capital Improvement Plan data for presentation in the City's budget document and the State ICIP.
6. Prepares the Executive Summary and any requested financial scenario models for presentation to the City Council.
7. Reviews the most recent Cost Allocation Plan and integrates the Plan into the current budget document.
8. Monitors City budget and programs and prepares/submits budget adjustments to the City Council.
9. Submits the City budget through their electronic reporting system to the State and GFOA for review. Responds to State and GFOA comments and suggestions as necessary for approval/award.

Oversee and assist with the development of the annual budget slide presentation, including graphs and revenue/expenditure data, for the Community Public Input Forums as required under the direction of the City Manager.

Provides technical assistance to City employees related to budgeting matters as needed.

Assists departments and City staff with financial planning, monitoring, and reporting on performance measures.

Coordinates and ensures that all financial quarterly reporting to the Department of Finance and Administration Local Government Division is accurately submitted on time.

Ensures that all special reports and monthly detail accounting reports are properly prepared and on schedule. Oversees the preparation of spreadsheets and charts, budget text, and document printing. Verifies the budget document is converted to Adobe format and is uploaded to the City's web site.

Assists with the development, writing, coordination, initial implementation, and evaluation of financial and budgetary policies and procedures; insures that, where applicable, policies and procedures are implemented operate as intended city-wide.

Performs financial and budget analysis activities, which include researching and analyzing operational, fiscal, and other financial and budget data, and prepares applicable reports; reviews and analyzes departmental performance management plans; performs other related activities.

Performs monthly comparative statistical analyses of financial numbers, calculates financial ratios, follows up on unusual variances with respective department heads, and prepares written explanation of the major variations to Administrative Services Director.

Oversees end-of-month actual-to-budget variance reports in special reporting formats using Spreadsheet Server/HTE system query function and Excel pivot tables.

Oversees monthly cash flow/fund worksheets for selected funds for purposes of analyzing changes in cash and assets.

Ensures accurate entries of all approved budget numbers; and performs timely year-end encumbrance rollovers and prepares associated reports. Performs account analysis to ensure adherence to budget.

Completes assigned special budget/financial projects, e.g., budget-in-brief, research and analysis, assist Administrative Services Director with preparing Administration Division budget.

Prepares annual finance division budget and manages monthly expenditures within annual budget limitations.

Provides technical evaluations and recommends procedures for the resolution of budgeting/financial issues. Resolves difficult accounting problems.

Reviews the preparation of various month end entries; makes calculations and enters them into general ledger accounts. Reviews various monthly and quarterly reports to City Council for accuracy and completeness.

Reviews and/or prepares special financial analysis and related reports as needed for management review and decision making.

Conducts cost/benefit analysis as required and prepares comparative, analytical reports on the fiscal performance of City Funds and departments and reports results to management staff.

Recommends financial policy affecting budgets and the expenditure of funds.

Oversees preparation of all grant funding reports in accordance with the funding agency's reporting requirements. Assists departments and city staff in grant reporting requirements, including applications, planning, budgeting, reporting, and reimbursement requests of various grants, including local, state, and federal grants. Applies for reimbursement using internet grant software programs and websites. Adjusts accounts for grant money received. Assist with reporting on performance measures for departments/divisions. Prepare and evaluate grant budgets.

Serves as fiscal officer and treasurer to Region II Narcotics Task Force. Creates annual budget for state and federal grants. Assists Region II Director in writing annual grant applications. Oversees all financial accounting and reporting requirements for Region II grants.

Responsible for monitoring Region II's city, state, and federal budgets. Prepares budget adjustments for state, federal, and City budgets.

Conducts bi-annual audits for Region II confidential funds for compliance with state, local, and Region II policies and regulations. Oversees all aspects of the Region II financial reporting.

Interprets and implements changes to accounting/reporting requirements including relevant GASB, FASB, State Audit Rule statements and standards, NM State Statutes, and GFOA recommendations. Analyzes and makes recommendations for the improvement of existing systems or creation of new systems. Performs final review and acts as signature authority for warrants, vouchers, and other accounting documents. Releases items for payment.

Provides advice and recommendations regarding financial policies, controls, and systems.

Oversees monthly payroll reconciliation to general ledger. Reconciles manual and voided checks to payroll reports and general ledger. Tracks all payroll checks. Sends payroll bank draft direct deposit. Responsible for sending positive pay files to bank for all payroll checks issued. Verifies, signs, and tracks all manually issued checks. Assists in IRS 941 reconciliation and reporting process.

Reports and follows up on all instances of lost, stolen, or mismanaged funds with the State Auditor.

Assist with the compilation of written policies and procedures.

Oversees monthly fleet charge reconciliation.

Oversees inventory reconciliation to general ledger.

Oversees all accounts receivable and accounts payable processes, and cash reconciliation process.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES:

Operates a motor vehicle to assist in carrying out the business of the department and the City.

May serve on various committees, as required and assigned.

The duties listed above 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.

QUALIFICATIONS

This position is subject to the City of Farmington's Drug and Alcohol Free Workplace Policy which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

Successful candidate must provide enough information for a thorough background check.

Graduation from an accredited college or university with a bachelor's degree in Business, Accounting or a related field and five (5) years of increasingly responsible experience in governmental accounting with some FERC accounting and four (4) years of supervisory experience or any equivalent combination of education and experience. Post graduate degree in a business field is highly desirable.

Certification as a Certified Public Accountant (CPA) is highly desirable.

Valid driver's license with acceptable driving record for past three years.

Thorough knowledge of Federal Reserve, state, and local interest rate structure.

Thorough knowledge of governmental and FERC accounting standards, procedures, and practices. Skill in managing technical staff members' performance and training staff members to improve weaknesses.

Thorough knowledge of GASB/FASB statements.

Knowledge of Generally Accepted Accounting Principles (GAAP) and Governmental Finance Officers Association (GFOA) practices and principles.

Knowledge of New Mexico State Statutes and New Mexico State Auditor's Office Audit Rule.

Knowledge of New Mexico State Treasury guidelines and policies.

Knowledge of New Mexico Department of Finance and Administration guidelines and statutes.

Considerable knowledge of New Mexico Taxation and Revenue practices and guidelines; and the Internal Revenue Service Code.

Knowledge of Federal Deposit Insurance Corporation (FDIC), Federal Reserve System, and Depository Trust Company.

Knowledge of U.S. Federal Audit Clearing House and National Association of Automated Clearing House practices and procedures.

Experience in planning, directing and controlling the activities of a multi-faceted, complex accounting operation in a municipal government setting.

Demonstrated analytical and technical/computer skills using government accounting systems, and proficient in the use of personal computers and software packages, including specific knowledge of Microsoft Office Excel and Word.

Experience with independently identifying and analyzing complex accounting and financial systems problems and appropriately managing/delegating implementation of solutions through staff.

Skill in positive group problem solving through regular staff meetings.

Ability to represent and communicate divisional issues to City advisory commissions and elected officials.

Ability to establish and maintain effective working relationships with the City Treasurer, independent auditors, management personnel from other departments, employees, and the general public.

Interest in team-building, strategic planning, organizational change and performance management.

Strong oral/written communication and systems development skills.

Dedicated, but flexible team player that utilizes good judgment and discretion.

Knowledge of personnel rules to correctly manage, review, promote, assist, discipline, and educate staff.

Knowledge of City of Farmington Procurement Code to properly write up requests for services including RFQ's, RFP's, and to acquire the knowledge necessary to participate on RFP review boards.

Ability to effectively manage, schedule, and train employees.

Ability to work in web-based environment to effectively manage City funds including wire transfers, ACH payments, transfer of funds, and to properly manage cash.

TOOLS AND EQUIPMENT USED:

Ten-key / Internet / Wells Fargo CEO (Commercial Electronic Office Internet software) / Personal computer / Scanner / Shredder / Telephone system / Fax / Copier / Printers / Calculator / Software skills needed to perform daily duties include: Word, Excel, Spreadsheet Server, Adobe, Google, and IBM AS/400 Central Square governmental finance software.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is a normal office setting. Noise level is usually quiet.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V

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