Assistant Finance Director

Elmhurst IL • Elmhurst, NY

5d

About The Position

The Assistant Finance Director oversees and administers the Finance Department’s day-to-day financial operations, including timely and accurate processing of bills and City, Library, and pension payroll. The role oversees reconciliations and financial reporting, maintains the integrity of City financial systems, and provides professional assistance to City departments.

The position oversees accounts payable and payroll, month- and quarter-end functions, annual audits and year-end reporting, and supports the City-wide budget process. It administers finance functions in the City’s MUNIS ERP and Executime timekeeping system and assists with fiscal services and systems that include accounting, payroll, utility billing, parking, risk management, insurance procurement, and tax increment financing administrative support.

The Assistant Finance Director plans, supervises, reviews, and evaluates staff and supervisors; develops and implements financial policies and procedures; analyzes department programs; and coordinates special projects. The position works with other departments, attends Boards and Commissions and Finance Committee meetings, and serves as Acting Finance Director in the Finance Director’s absence. Regular and reliable attendance is an essential function. Evening meetings or City events may be required.

Requirements

• Bachelor’s degree in finance, accounting, public administration, or a related field, and five years of professional experience in accounting operations, including four years of supervisory experience; or an equivalent combination of education, training, and experience as determined by Human Resources.
• Illinois driver’s license.
• Knowledge of employee supervision, including selection, work planning, organization, performance review and evaluation, training, and discipline.
• Knowledge of project management principles and practices.
• Knowledge of generally accepted accounting standards and procedures, particularly governmental and fund accounting, financial reporting, and financial statement preparation.
• Knowledge of capital and operational budgeting and funding.
• Knowledge of internal controls over financial reporting and financial operations.
• Knowledge of federal, state, and local laws, rules, and regulations affecting local government fiscal operations.
• Knowledge of team development, employee motivation, and team-based management.
• Knowledge of recordkeeping principles and practices and correct business English, including spelling, grammar, and punctuation.
• Ability to collaborate with staff, the public, and elected officials.
• Ability to analyze, plan, and direct comprehensive financial operations and develop and monitor a fiscal system that complies with applicable laws and regulations.
• Ability to analyze organizational, administrative, and budgetary matters and recommend effective courses of action.
• Ability to develop and implement goals, objectives, policies, procedures, and work standards.
• Ability to develop effective work teams and motivate individuals to meet goals and provide cost-effective, efficient customer service.
• Ability to interpret, apply, and explain complex federal, state, and local laws.
• Ability to prepare clear and concise reports, correspondence, and other written materials.
• Ability to use initiative and independent judgment within general policy guidelines.
• Ability to use tact, discretion, and prudence in collaborative work and establish and maintain effective working relationships.
• Regular and reliable attendance.
• Availability to attend evening meetings or City events when required.

Nice To Haves

• Certified public accountant license is preferred but not required.

Responsibilities

• Coordinate and oversee accounts payable, including supervising the Accounts Payable Coordinator and reviewing invoices within purchasing policy authority and invoice delegation.
• Manage and oversee City and Library payroll processing, including supervising the Payroll Specialist and reviewing payroll, monthly pension payroll, 941 returns, and other tax documents.
• Oversee month- and quarter-end functions, including journal entries, bank reconciliations, month-end reports, treasurer reports, and cash investment reports, and ensure timely month-end close.
• Oversee annual financial audits and year-end reporting, including audit work papers, annual OPEB and actuarial reports, IDOI reports, year-end close in MUNIS, GATA filings, and tax forms.
• Assist with annual City-wide budget functions, including preparing and reviewing budget areas and salary and health insurance work papers, and attending budget committee and Council meetings.
• Administer finance functions in the City ERP MUNIS and Executime timekeeping system.
• Assist with management and coordination of City fiscal services and systems, including the budget process, accounting, payroll, utility billing, parking system administration, annual audit, risk management, insurance procurement, general administrative services, and tax increment financing administrative support.
• Coordinate or assist with special projects and studies.
• Plan, organize, supervise, review, and evaluate professional, technical, and office support staff and supervisors.
• Develop and coordinate work teams and review, recommend, and implement improved policies and procedures to support Finance Department service quality.
• Review cash balances and transfer funds as needed to fund payroll, accounts payable, and other expenditures.
• Develop financial policies and procedures concerning revenue, economic incentives, purchasing, investment, and internal audit controls.
• Analyze department programs and provide recommendations for their administration.
• Prepare correspondence, reports, procedures, and other written materials, and direct the maintenance of accurate records and files.
• Assist in staff selection and provide training and professional development; interpret City policies and procedures; and support staff morale, productivity, and discipline.
• Coordinate with other departments on financial and administrative requirements, solutions, problem resolution, and coordinated policies.
• Attend and participate in Boards and Commissions, including Police and Fire Pension boards, and Finance Committee meetings; prepare Finance Committee minutes and other assigned materials.
• Use standard office equipment, including a computer, and drive or arrange transportation to attend off-site meetings and visit City locations as needed.
• Interact courteously and cooperatively with the public and staff and promote a harmonious and effective workplace.
• Serve as Acting Finance Director in the Finance Director’s absence.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• City contribution each year of half the cost of the deductible to the employee HSA
• Tuition reimbursement
• Paid time off
• Participation in the Illinois Municipal Retirement Fund (IMRF)

What This Job Offers

• Job Type: Full-time
• Career Level: Senior