Okaloosa County BOCC — January 8, 2013 — Job Description - Finance, Administration and Compliance Manager — reading text

OKALOOSA COUNTY CLASS DESCRIPTION, 2013 JOB TITLE: FINANCE, ADMINISTRATION & COMPLIANCE MANAGER TOURIST DEVELOPMENT DEPARTMENT REPORTS TO THE DIRECTOR GENERAL STATEMENT OF JOB To provide operational, strategic and programmatic support to the Tourist Development Department; assists the Director on all strategic and tactical matters as they relate to budget management and planning, cost benefit analysis, forecasting, strategic planning, financial communication and public sector transparency and to responsibly manage the public funds. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS Works with the Director and the Tourist Development Council on the development of the Department’s strategic vision including fostering and cultivating stakeholder relationships on city, state, and national levels; assists in the development and negotiation of task orders, contracts and agreement formats. Responsible for the annual operating budget preparation. Ensures programmatic success through cost analysis support, and compliance with all contractual and programmatic requirements to include interpreting legislative and programmatic rules and regulations to ensure compliance with all federal, state, local and contractual guidelines and ensures all government regulations and requirements are disseminated to appropriate personnel and monitors compliance. Oversees the management and coordination of all fiscal reporting activities for the Tourist Development Department including: revenue/expense and balance sheet reports, reports to funding agencies, development and monitoring of organizational and contract/grant budgets. Develops and maintains systems of internal controls to safeguard financial assets of the Tourist Development Department; oversees local, state and federal awards and programs; oversees the coordination and activities of independent auditors ensuring all audit issues are resolved, and all compliance issues are met; prepares periodic financial statements and ensures compliance with U.S. GAAP and federal, state and other required supplementary schedules and information. Implements the goals, objectives, and directives of the Director and the policies of the Board of County Commissioners. Oversees the maintenance of the inventory of all fixed assets, including assets purchased with government funds (computers, etc.) assuring all are in accordance with local, state and federal regulations. Participates in the development of new financial opportunities; assists the Director in identifying new funding opportunities, particularly with respect to capital project funding, the drafting of prospective programmatic budgets, and determining cost effectiveness and pricing of prospective service delivery. Oversees and maintains compliance with Sunshine laws through administration of public record requests and administration of all Tourist Development Council meetings. Assesses the benefits of all prospective marketing programs and initiatives and advises the Director on programmatic design and implementation matters, particularly with regard to the County’s procurement policies and internal control protocols. Ensures adequate controls are installed throughout all Tourist Development Department operations and that substantiating documentation is approved and available such that all purchases may pass independent and governmental audits. Ensures an adequate cash flow to meet the organization's needs. Oversees the production of periodic financial reports for use by the Director, as well as for review by the Tourist Development Council. Maintains close working relationship and joint accountability with Okaloosa County Clerk of Circuit Court’s Finance Department, particularly with regard to the establishment of a chart of accounts meaningful at the Department’s managerial level. Maintains overall responsibility for revenues and expenses, Accounts Payable and Accounts Receivable, particularly with respect to operations at the Emerald Coast Convention Center (ECCC). Serves as the chief financial spokesperson for the Tourist Development Department. Participates in Tourist Development Council meetings. Supervises and provides direction and training to assigned staff engaged in financial administration, to include raising awareness and knowledge of financial management and communication matters. Evaluates and reviews performance of staff, to include hiring, termination and discipline recommendations. Must be able to meet work schedule and attendance standards. Performs related duties as required. MINIMUM TRAINING AND EXPERIENCE Bachelor's degree in Accounting, Finance, Business Administration, Public Administration or closely related field; supplemented by a minimum of six (6) years of progressively responsible experience at the professional or managerial level in accounting, budgeting, finance, program development and analysis; four (4) years of which shall be acquired in a supervisory/management capacity; or an equivalent combination of education, training and experience that provides the required knowledge skills and abilities. Must have working knowledge of Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB) principles. Certified Public Accountant, Certified Public Finance Officer or Certified Government Finance Officer preferred. Experience in a governmental or municipal organization is preferred. Experience with a lodging industry enterprise or a CVB is preferred. Must be computer literate and possess a valid driver license. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Tasks are essentially sedentary, with periodic walking and standing over rough and uneven surfaces, and ascending and descending ladders, stairs, ramps, etc. Must be able to exert up to 20 pounds of force occasionally to lift, carry, push, pull or otherwise move objects. May require bending, stooping and twisting. Data Conception: Requires the ability to compare and judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of accounts, budget(s), internal control systems and equipment utilized. Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information; includes issuing and receiving assignments, instructions and/or directions. Requires the ability to tactfully and effectively interact with the public and with co-workers. Language Ability: Requires ability to read a variety of records, reports, policy and procedure manuals, codes, professional journals, etc., in moderately complex to highly technical terminology. Requires the ability to read, interpret and develop specifications. Requires the ability to prepare forms and reports using prescribed formats and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate effectively in Standard English, and in the various professional languages relevant to cost accounting and accounts management activities. Intelligence: Requires the ability to apply principles of logical and scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to make independent judgments; to acquire knowledge of topics related to primary occupation. Requires the application of moderate to long range planning principles and techniques. Requires the application of principles of influence systems and synthesis functions. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to issue and follow verbal and written instructions. Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages used within the parameters of the job. Numerical Aptitude: Requires the ability to add and subtract totals, multiply and divide, use decimals and determine percentages; determine weight; compute discount, profit and loss, ratio and proportion; interpret graphs. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape; identify degrees of similarity in form; and visually read various information. Motor Coordination: Requires the ability to coordinate hands and eyes using modern office equipment. Manual Dexterity: Must have moderate levels of eye/hand/foot coordination. Color Discrimination: Requires the ability to differentiate colors and shades of color. Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under stress when confronted with frequent deadlines. Requires the ability to exercise consistent tact and courtesy in frequent contact with various professionals, county staff and the general public. Avoids violent behavior and any other type of behavior that could threaten the safety of other employees or the public. Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through telephone and radio. Effective: