DEFINITION

Under administrative direction, plans, organizes, directs, manages and reviews the financial activities and operations of the District including accounting, internal controls, debt financing and investment, real property management, purchasing, payroll, risk management, and grant administration; supports the Clerk of the Board function with records retention and management; coordinates assigned activities with other District departments and outside agencies; provides highly responsible and complex staff assistance and administrative support to the General Manager and Board of Directors; acts as the General Manager in his/her absence; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative direction from the General Manager. Exercises general direction and supervision over assigned staff.

CLASS CHARACTERISTICS

This is a management classification that oversees, directs, and participates in all activities of the Finance Department, including short- and long-term planning, development, and administration of departmental policies, procedures, and services.  This class provides assistance to the General Manager in a variety of administrative, coordinative, analytical, legal, and liaison capacities.  Successful performance of the work requires knowledge of public policy, District functions and activities, including the role of the Board of Directors, and the ability to develop, oversee, and implement projects and programs in a variety of areas.  Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department.  The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering District’s mission, goals, and objectives within general policy guidelines.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assumes full management responsibility for all Finance Department programs projects, services, and activities; provides assistance to the Clerk of the Board function; oversees the District’s records management program.
• Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the department; establishes, within District policy, appropriate budget, service, and staffing levels.
• Oversees District accounts payable, accounts receivable, debt financing and investments, and payroll activities; provides professional and technical assistance in the administration and implementation of the District’s auditing and accounting programs, including financial statements, general ledger, monthly statements, and special projects accounting.
• Reviews journal entries and reconciles general ledger and subsidiary accounts related to postings from payroll, accounts payable, and accounts receivable; ensures expenses are allocated to appropriate funding sources; prepares monthly financial and statistical reports.
• Oversees the management of the contract management and procurement process; provides guidance on and ensures compliance with District policies and procedures and regulatory and contractual requirements; reviews, interprets, and approves contract language, requirements, and documentation; consults with legal counsel and provides resolution and direction on complex procurement and contracting related issues.
• Manages and participates in all activities related to the District’s payroll function, including preparation and review of related quarterly and annual tax reports, forms, and returns, implementation of periodic salary and benefit changes, preparation of a variety of reports and schedules, and payroll ledger reconciliation; ensures compliance with applicable Federal, State, and local laws, rules, and regulations.
• Participates in the development and administration of the District’s annual budget; assists with the forecast of additional funds needed for staffing, consultants, contractors, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments, as necessary.
• Works directly with external auditors to facilitate the year end audit; prepares audit schedules and reports for external auditors; ensures availability and accuracy of required reports and documentation; sends out notifications to appropriate parties.
• Analyzes and reconciles expenditure and revenue accounts, including land acquisition worksheets, capital assets, and long-term debt funds; verifies availability of funds and classification of expenditures; researches and analyzes transactions to resolve problems; processes appropriation transfer requests between accounts; reconciles bank statements to the general ledger; prepares custom reports, graphs, and schedules as needed.
• Manages the District’s real property and fixed asset program; maintains equipment inventory listings, physical assets, and real property; acts as District Property Manager; coordinates business and residential leases and agreements ensuring compliance with all applicable Federal, State, and local laws, rules, and regulations.
• Participates as a member of the management team; participates in long-term strategic planning including capital improvement project and land-use planning and coordination, and related areas of expertise; works cooperatively to address District issues, ensures overall health of the organization, fosters effective communication between District staff, and provides consistent and professional management.
• Coordinates technical and financial information and communications with other departments and external agencies regarding auditing, payroll, and accounting issues; interprets, explains, and applies general and governmental accounting/auditing principles and procedures, laws, and regulations affecting the financial operations of the District.
• Participates in and makes presentations to the Board of Directors and a wide variety of committees, boards, and commissions; represents the department to other District departments, Board of Directors, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.
• Conducts a variety of departmental organizational and operational studies and investigations; recommends modifications to programs, policies, and procedures as appropriate; monitors changes in laws, regulations, and technology that may affect District or departmental operations; implements policy and procedural changes as required.
• Acts as General Manager in his/her absence.
• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
• Principles, practices, and techniques of methods of public and governmental accounting and financing, including general accounting, payroll, auditing, funding sources, and reporting functions and their application to District operations.
• Public agency budget development, contract development and administration, District-wide administrative practices, and general principles of risk management related to the functions of the assigned area.
• Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
• Principles, practices, and techniques used in contract administration, compliance, evaluation, procurement, and purchasing.
• Business arithmetic and advanced financial and statistical techniques.
• Computerized accounting and finance systems and computer software and systems related to accounting and payroll processes.
• Methods and techniques for the development of technical presentations, contracts, business correspondence, reports, and information distribution.
• Principles, practices, and laws pertaining to property management including the appraisal, negotiation, acquisition, and disposal of real property as well as the administration of land use, rental, and leasing agreements.
• Principles, practices, and procedures related to public agency record keeping, retention, and the Clerk of the Board function.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including the District’s personnel policies and procedures and related contracts and documents.
• Record keeping and retention principles, procedures, laws, and regulations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

Ability to:

• Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
• Provide administrative and professional leadership and direction for the department and the District.
• Organize, implement, and direct general accounting, payroll, auditing, and reporting functions and activities.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Effectively administer special projects with contractual agreements and ensure compliance with stipulations; effectively administer a variety of operations programs and administrative activities.
• Conduct effective negotiations and effectively represent the District and the department in meetings with governmental agencies, contractors, vendors, and various businesses, professional, regulatory, and legislative organizations.
• Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Make accurate arithmetic, financial, and statistical computations.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited four-year college or university with major coursework in accounting, finance, business administration, or a closely related field and five (5) years of responsible professional public sector accounting experience.

Licenses and Certifications:

• Possession of, or ability to obtain within six (6) months of beginning employment with Monterey Peninsula Regional Park District, a valid California driver license.
• Possession of, or ability to obtain within six (6) months of beginning employment with Monterey Peninsula Regional Park District, a valid California Notary Public License.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle, and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing in and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may also work in the field and are exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, allergens, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.