Financial and Administrative Supervisor

City of Eugene • Eugene, OR

2d • Onsite

About The Position

The Eugene Police Department’s Finance unit in the Finance and Administration Division seeks a collaborative, customer-service-oriented supervisor to direct and manage the division’s financial and administrative services team. The position oversees financial functions for a large department, including payroll for more than 350 FTE, accounts receivable and payable, purchasing and contracting, procurement cards, asset management, grant administration, charitable accounts, and seizures and forfeitures. It also supports operating-budget preparation and monitoring, financial analysis, grant management, and other Police Department financial obligations.

The supervisor provides financial and administrative support for department programs and contributes to planning, organization, and management of a complex program area. The role manages and analyzes administrative and financial systems, policies, procedures, and practices; provides staff assistance to division and executive managers; and supervises professional and support staff. It works with department members, other City divisions, and the public, and requires sound judgment, dependability, and effective collaboration in a chain-of-command environment.

The position is classified as Management Analyst, Senior and is based at Eugene Police Department Headquarters in Eugene, Oregon. The posted schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility based on business needs. The City determines starting pay within the posted range based on relevant education and experience. Applicants must pass a police background investigation.

Requirements

• At least four and a half years of related professional finance operations and administration experience, preferably in the public sector, including at least one year of supervisory or program-management experience.
• Education equivalent to a bachelor's degree from an accredited college or university in business administration, public administration, economics, finance, or a closely related field; additional qualifying professional-level experience may substitute.
• Pass a police background investigation.
• In-depth knowledge of legal requirements, best practices, methods, and impacts in financial management.
• Understanding of complex organizational structures and interrelationships.
• Knowledge of budget preparation and administration; department and division program operations and financing; government finance requirements; and public contracting.
• Knowledge of public purchasing and contracting, including solicitations, accounts receivable and payable, and grant reporting.
• Knowledge of supervision, training, and performance evaluation, or professional program and project leadership.
• Intermediate to advanced Excel and database-management skills.
• Strong analytical skills for budget development and monitoring, reporting, and recommendations.
• Strong interpersonal, presentation, verbal, and written communication skills, especially when explaining technical and financial information to non-technical or non-financial personnel.
• Ability to administer varied program responsibilities, prepare work plans, coordinate others’ work, and prepare and administer a multi-fund budget.
• Ability to evaluate, develop, and implement financial and management information systems and data-extraction, query, and reporting tools.
• Ability to analyze and administer complex contracts; recognize operational deficiencies and initiate corrective action.
• Ability to interpret and apply accounting standards, contracts, grant agreements, laws, regulations, and financial documents and reports.
• Ability to make public presentations to varied audiences and analyze problems, identify alternatives, recommend actions, and implement solutions.
• Ability to establish cooperative working relationships, gain cooperation through discussion and persuasion, and handle conflicting assignments and sensitive issues.
• Ability to design and develop specialized programs, evaluate organizational impacts, and conduct long-range program planning.

Nice To Haves

• Related finance operations and administration experience in the public sector.
• Depending on position, ability to read and understand construction drawings, specifications, and maintenance manuals.

Responsibilities

• Assign, coordinate, and monitor Finance staff work, projects, and workflow; review work products for compliance with policies, standards, and customer requirements.
• Manage supervisory and personnel functions, including staff selection, training, evaluation, onboarding, employment changes, time entry, complaints, discipline, and sensitive personnel matters.
• Administer office operations, including employee health and safety, contract administration, invoices, purchase orders, and payments.
• Plan and coordinate program assignments and schedules; review methods and procedures; complete or direct special projects and prepare reports and recommendations.
• Provide financial information and support to division section managers, project managers, and the Finance and Administration Division Manager; collaborate with other City divisions.
• Participate in short- and long-term Finance section planning and manage assigned program-area functions.
• Research and apply for grants; coordinate grant use and compliance reporting with project managers.
• Develop and maintain financial policies, procedures, systems, and internal controls; recommend and implement process changes and efficiencies.
• Perform financial analysis and consultative work, including budget preparation, monitoring, analysis, fund management, and balancing.
• Prepare cost estimates, monitor and control expenditures, develop cost projections, job costing and rate models, and prepare budget and expense adjustments or journal entries.
• Develop program goals, objectives, policies, and budget proposals in consultation with managers and supervisors.
• Review activities for compliance with sound management practices and applicable federal and state laws and guidelines; recommend policy and process revisions.
• Interpret and advise on City policies and procedures, address sensitive situations, evaluate exceptions, and recommend solutions.
• Serve as liaison to City departments, employees, and the public on complex City policies, practices, and processes.
• Support implementation of the City's Affirmative Action and diversity work plans and facilitate staff development on diversity and respectful workplaces.
• Present to internal and external committees, boards, and groups as assigned; complete other duties and projects in support of department and City goals.

Benefits

• Upon eligibility, the City contributes an employee contribution of 6%, as well as the employer contribution, to an Oregon Public Employees’ Retirement System (PERS) retirement program.
• The City contributes 3% to a deferred compensation program if the employee contributes at least 1%.
• The City offers robust and competitive benefits; specific benefits are referenced in the Benefits Tab and benefits summaries.

What This Job Offers

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