Director of Administration and Finance

Class Characteristics

DEFINITION

Under administrative direction, plans, organizes, manages, and provides administrative direction and oversight for all functions and activities of the Administration and Finance Department, including accounting, budgeting, contracts, customer service, debt management, finance, grants, human resources, investments, purchasing, rate and fee setting, risk management, treasury, and utility billing; formulates departmental policies, goals, and directives; coordinates assigned activities with officials and outside agencies; fosters cooperative working relationships among District departments and with inter-governmental, regulatory agencies, and various public and private groups; provides highly responsible and complex professional assistance to the General Manager in coordinating and directing District-wide departmental activities and operations and in executing the long-term vision for the District; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative direction from the General Manager. Exercises supervision over supervisory, professional, technical, and administrative staff through subordinate levels of supervision.

CLASS CHARACTERISTICS

This is a department director classification that oversees, directs, and participates in all activities of the Administration and Finance Department, including short- and long-term planning as well as development and administration of departmental policies, procedures, and services. This class provides assistance to the General Manager in a variety of administrative, coordinative, analytical, 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 the District’s mission, goals and objectives within general policy guidelines.

Essential Duties

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

• Assumes full management responsibility for all Finance and Administration Department programs, services, and activities including accounting, budgeting, contracts, customer service, debt management, finance, grants, human resources, investments, purchasing, rate and fee setting, risk management, treasury, and utility billing.
• Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the Department; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
• Manages and participates in the development and administration of the District budget; directs the forecast of additional funds needed for staffing, equipment, and supplies; directs the monitoring of and approves expenditures; directs and implements budgetary adjustments, as necessary.
• Selects, trains, motivates, and directs Department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees to correct deficiencies; implements discipline and termination procedures; responds to staff questions and concerns.
• Monitors and implements legal, regulatory, technology and societal changes and court decisions that may affect the work of the department; determines equipment acquisition, training programs, and procedural changes to ensure retention of qualified staff and the provision of services to the District in an effective, efficient, and economical manner.
• Oversees the development of consultant requests for proposals for professional services and the advertising and bid processes; evaluates proposals and recommends project award; coordinates with legal counsel to determine District needs and requirements for contractual services; negotiates contracts and agreements and administers same after award.
• Assumes full management responsibility for all finance and budget services and activities including cash management, budget management, debt management, and internal control management; meets with staff to identify and resolve problems; assigns responsibility; prepares instructional material and coordinates meetings with department and executive management to facilitate budget preparation.
• Analyzes, develops, and reviews reports of findings, alternatives, and recommendations involving a broad range of revenue, financing, and financial management issues; makes presentations to District management, the Board of Directors, Board committees, and others regarding the District’s financial status and operations; monitors developments related to finance and funding and evaluates their impact on District operations and financial programs.
• Provides short- and long-term financial planning and debt management for the District; establishes appropriate expenditure and revenue levels based upon historical analysis and future forecasting.
• Participates in the development and revision of the District’s structure of rates, fees, and charges; directs the implementation of new rates, fees, and charges following Board approval.
• Directs and oversees the District’s investments and cash management programs; proposes investment guidelines and alternatives based on market strategies; ensures investment activities compliance with policy requirements; monitors and evaluates investment performance and strategies for strengthening and improving yield and reducing risk.
• Oversees the District’s accounting function including coordination of annual audit and production of all external financial reporting requirements, including quarterly and annual financial statements; reviews and approves accounting, banking, and financial ledgers and reports.
• Continuously monitors the District’s financial position and seeks opportunities to enhance and strengthen its’ position by proposing strategies and restructuring programs to improve revenue, reduce operating expenses, and optimize use of restricted funds.
• Oversees the District’s human resources management functions including recruitment, selection, performance evaluations, and terminations; conducts staffing, classification, and compensation studies, and maintains job descriptions and salary schedules; administers employee salary and benefit programs, including insurance and retirement; reviews and approves District payroll; maintains confidentiality of employee personnel files.
• Administers the District’s risk management program including automobile liability, property, workers’ compensation, general liability, and other insurance coverages and risk transfer practices; performs risk analyses and provides recommendations.
• Manages the District’s utility billing operations; establishes billing schedule and delinquency dates; complies with applicable laws and regulations; sets policies and procedures related to billing and payment processing; sets standards and provides guidance regarding proper customer service and customer interactions.
• Oversees the District’s purchasing operations; establishes criteria for proper vendor payment methods and appropriate use of District funds; reviews and approves disbursement reports.
• Reviews and approves applications, agreements, plans, and reports of department activities; manages the collection, analysis, and reporting of administrative and operational data.
• Provides specialized administrative support for grant applications and the oversight of funds and program activities.
• Represents the department to other District departments, officials, outside agencies, and members of other public and private organizations, community groups, contractors, and the public; 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.
• Participates in and makes presentations to the Board of Directors and a wide variety of committees, boards, and commissions, as assigned; attends and participates in professional group meetings; stays abreast of new trends and innovations in assigned areas; researches emerging products and enhancements and their applicability to District needs.
• Directs the maintenance of working and official departmental files; prepares, reviews, and presents staff reports, various management and information updates, and reports on special projects, as assigned by the General Manager.
• Ensures staff observe and comply with all District and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility.
• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Administrative principles, practices, and methods including goal setting, program development, implementation and evaluation, policy and procedure development, quality control, and work standards.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Principles and practices of strategic plan development.
• Principles and practices of budget development and administration.
• Principles and practices of contract administration and management.
• General principles of risk management related to the functions of the assigned area.
• Functions, authority, and responsibilities of an appointed Board of Directors.
• Generally accepted accounting principles (GAAP) and Governmental Accounting Standards (GASB).
• Cost accounting, fund accounting, budget process, appropriation, and encumbrance control.
• Principles and practices of public sector human resources management.
• Investment principles and practices.
• Debt management principles and practices.
• Utility billing and customer service operations.
• Grant administration and implementation.
• Complex arithmetic and statistical techniques.
• Research methods and techniques.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• District and mandated safety rules, regulations, and protocols.
• 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, including computers and software programs relevant to work performed.

Ability to:

• Develop and implement goals, objectives, practices, policies, procedures, and work standards.
• Provide administrative and professional leadership for the Department.
• Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Plan, organize, direct, and coordinate the work of supervisory, professional, and technical personnel; delegate authority and responsibility.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Effectively negotiate and administer contracts and labor agreements.
• Effectively administer special projects with contractual agreements and ensure compliance with contractual obligations.
• Analyze, interpret, summarize, and present technical information and data in an effective manner.
• Direct the establishment and maintenance of a variety of filing, record-keeping, and tracking systems.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Perform mathematical calculations quickly and accurately.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Direct the establishment of filing, record-keeping, and tracking systems.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the District in meetings with governmental agencies, community groups, and various businesses, professional, regulatory, and legislative organizations, and in meetings with individuals.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

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:

Education:

• Equivalent to a bachelor’s degree from an accredited college or university with major coursework in accounting, finance, public or business administration, human resources, or a related field.

Experience:

• Seven (7) years of increasingly responsible experience in finance, human resources, budgeting, and customer service in a management or supervisory capacity.

Licenses and Certifications:

• Possession of a valid California Driver’s License, to be maintained throughout employment.

Other Requirements

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone; and to operate a motor vehicle and visit various District sites. This is primarily a sedentary office classification although standing in work areas 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 up to 10 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 interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.