Division Chief, Finance

Texas A&M University System•Austin, TX

24d•Onsite

About The Position

GENERAL DESCRIPTION: The Texas Division of Emergency Management (TDEM) is an emergency response entity, and this status can affect working hours, travel and change in duties as needed. The Division Chief, Finance provides daily operational leadership; manages, directs, implements and monitors section goals and performance; directs program participants in budgetary and fiscal matters. Utilizing best business practices, performs highly complex and strategic budget preparation, federal and state quarterly financial reports and prepares the Legislative Appropriations Request and the Schedule of Expenditures of Federal Awards. Work involves oversight, examining, reviewing, and analyzing operating budgets; compiling statistics related to income and expenditures and developing periodic management reports, forecasting of expenditures, income, and special reports related to the budgetary activities. Develops inputs for appropriations requests; collects and presents program performance measures and provides technical advice and assistance on budgetary matters. Provides effective advice to executive leadership regarding appropriate and acceptable adjustments to allocated budgets. Works collaboratively to meet Divisional needs, responding to operational and environmental changes. Develops methods, procedures and controls to enhance the effectiveness, efficiency and accuracy of financial reporting. All positions are considered at-will status positions serving at the discretion of the head of the agency. Salary is a fixed rate. This position is located on-site and not subject to telecommuting. ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: Assists the CFO in various projects and responds to requests from multiple sources e.g., State Legislature, Governor's Office, Texas A&M University System and State Comptroller, Federal Emergency Management Agency, etc. Provides advice and assistance to management on financial planning and ways to effectively utilize funds and personnel. Examines operating budgets to determine appropriate allocation of funds. Prepares and reviews System, legislative, state and federal reports. Develops internal budget preparation, distributes and maintains procedure for agency budget. Assists with the preparation of the annual Programmatic Budget Review presentation. Identifies financial issues; recommends adjustments to existing and planned programs and projects to maintain a sound financial posture. Analyzing financial trends to monitor agency spend and cashflow. Prepares the Legislative Appropriations Request (LAR) and creates fiscal notes and generates reporting input for TDEM analyses of proposed legislation. Communicates and interacts with appropriate managers and designees, informing them of processing procedures and disbursement reporting that affects their budgets; policies, procedures and methods for preparing budget proposals and collecting and tabulating operating results regarding budget funded activities. Provides executive management information on status of individual budgets, income expense trends and projections. Collaborates with agency personnel in preparation and consolidation of the Texas Division of Emergency Management internal approved budget. Reviews allocated amounts and FTE'S for individual programs and is responsible for auditing and compiling Division submissions. Provides detailed technical information relating to the budget, funding processes and various methods to managers as necessary to accomplish development of funding budget proposals and disbursement of allocated funds. Ensures budget stakeholders are informed by providing timely budget and financial reports to assist with management decision-making. Responsible for working with federal, state and System auditors regarding data requests and preparing audit responses. Assists the CFO in monitoring internal controls; makes recommendations for improvements as needed. Recommends and participates in the development of Agency policies and procedures; may serve on planning and policy-making committees. Serves on agency committees as needed. Ability to travel (10%). Performs related work as assigned. Maintains a regular course of attendance during assigned work schedule and work extended hours when needed. Face-to-face and person-to-person interactions are required. Other duties may be assigned. This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Requirements

Education – A master's degree in an applicable field is required. May use a combination of education and experience.
Experience – Ten (10) years of related experience.
Advanced knowledge of budgetary, financial concepts and management principles related to TAMUS, state, and federal regulations, legislation, guidelines, policies and procedures.
Advanced knowledge of grant administration.
Advanced knowledge of strategic planning and budgeting practices.
Proficient in Aggiebuy, Emburse, Workday, Business Objects and Financial Accounting Management Information System (FAMIS).
Advanced analytical, detail-oriented, and problem-solving abilities.
Ability to multi-task without sacrificing accuracy or timeliness and meet multiple deliverables.
Ability to analyze fiscal management information, to determine appropriate use of funds, to perform statistical analyses, to identify and develop budgetary reports and schedules, to analyze problems and develop and present solutions and apply actions to effectively resolve current, and prevent recurrences of, problem conditions.
Strong supervisory skills; ability to promote teambuilding and development.
Exercises excellent interpersonal skills, requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.
Experience communicating and presenting to various small and large groups.
Ability to convey technical information in lay terms that can be understood by people with a variety of educational and working backgrounds.
Collaborative at all levels.
Highly organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.
Proficient in operating personal computers (e.g. Microsoft Office Suite, e.g. Word, Excel, Access, PowerPoint) and creating complex spreadsheets, word processing and database software systems.
Ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information.
Availability for after-hour, holiday and weekend work is required as well as during emergencies and disasters.
Ability to communicate with tact and diplomacy.
Must successfully complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

Nice To Haves

Certified Public Accountant (CPA) designation.
Additional work experience or the type described above may be substituted for the education requirement on a year-for-year basis.
Thirty (30) semester hours is equivalent to one (1) year of experience.
A completed advanced degree in a relevant field may also be substituted in lieu of work experience.

Responsibilities

Assists the CFO in various projects and responds to requests from multiple sources e.g., State Legislature, Governor's Office, Texas A&M University System and State Comptroller, Federal Emergency Management Agency, etc.
Provides advice and assistance to management on financial planning and ways to effectively utilize funds and personnel.
Examines operating budgets to determine appropriate allocation of funds.
Prepares and reviews System, legislative, state and federal reports.
Develops internal budget preparation, distributes and maintains procedure for agency budget.
Assists with the preparation of the annual Programmatic Budget Review presentation.
Identifies financial issues; recommends adjustments to existing and planned programs and projects to maintain a sound financial posture.
Analyzing financial trends to monitor agency spend and cashflow.
Prepares the Legislative Appropriations Request (LAR) and creates fiscal notes and generates reporting input for TDEM analyses of proposed legislation.
Communicates and interacts with appropriate managers and designees, informing them of processing procedures and disbursement reporting that affects their budgets; policies, procedures and methods for preparing budget proposals and collecting and tabulating operating results regarding budget funded activities.
Provides executive management information on status of individual budgets, income expense trends and projections.
Collaborates with agency personnel in preparation and consolidation of the Texas Division of Emergency Management internal approved budget.
Reviews allocated amounts and FTE'S for individual programs and is responsible for auditing and compiling Division submissions.
Provides detailed technical information relating to the budget, funding processes and various methods to managers as necessary to accomplish development of funding budget proposals and disbursement of allocated funds.
Ensures budget stakeholders are informed by providing timely budget and financial reports to assist with management decision-making.
Responsible for working with federal, state and System auditors regarding data requests and preparing audit responses.
Assists the CFO in monitoring internal controls; makes recommendations for improvements as needed.
Recommends and participates in the development of Agency policies and procedures; may serve on planning and policy-making committees.
Serves on agency committees as needed.
Ability to travel (10%).
Performs related work as assigned.
Maintains a regular course of attendance during assigned work schedule and work extended hours when needed.
Face-to-face and person-to-person interactions are required.
Other duties may be assigned.