Deputy Finance Director/Controller

JOB The first review of applications will be January 4, 2024.
This recruitment may close at any time after the first review or may be extended without notice.
Applicants are encouraged to apply early.
The CommunityThe City of South Pasadena (population 26,047) is a charming community located only six miles from downtown Los Angeles on the west side of the San Gabriel Valley.
Called the City of Trees, South Pasadena is known for its many oak-lined streets, stunning homes, unique small businesses, and top-quality schools.
Occupying 3.
44 square miles of flatlands and hillsides, South Pasadena's small-town atmosphere makes it one of California's most desirable locations.
The City has a rich legacy of intact late 19th and early 20th Century neighborhoods and residences, giving it a strong claim to having the oldest and most historic sites in the Valley.
One of the first suburbs of Los Angeles, South Pasadena maintains small town quality and humanity in the scale of its buildings, residential streetscapes, and historic commercial core.
South Pasadena is frequently recognized as a family and environmentally friendly community and is Hollywood's favorite suburb filming location, featuring in numerous television and big-screen productions.
With a close-knit, highly engaged community, South Pasadena enjoys quiet, attractive, walkable neighborhoods and a low crime rate.
Boasting over 100 acres of parks and playgrounds and more than 21,000 trees, the City's picturesque environment invites residents and visitors to enjoy numerous opportunities for outdoor recreation.
Small, proud, and independent, the City of South Pasadena has preserved its status as a unique community for over a hundred years.
About the DepartmentThe Finance Department accounts for all City and Successor Agency expenditures, administers business licensing and water billing through third-party vendors, accounts for revenue collection, performs city wide accounting functions, including grant accounting, processes the biweekly payroll, prepares payment of all obligations for review and approval by the City Council, and sends out approved check warrants.
In conjunction with, and subject to the independent certification of the City/Agency independent audit firm, the Department prepares the City’s Annual Comprehensive Financial Report (ACFR).
The Department also prepares annual reports for the State Controller and other State and Federal agencies.
Under the direction of the City Manager, the Department prepares the City’s annual budget.
The Finance Department oversees the utility billing function by utilizing a third-party vendor for the City’s approximately 7,000 accounts for all water, refuse and sewer fees.
The Department works with the City Treasurer, Finance Commission, and committees with respect to the various financial issues.
As required by the Government Code, monthly investment reports are provided to the City Council summarizing investment holdings and rates of return on investments.
About the RoleUnder general direction and alongside the Finance Director, the Deputy Finance Director acts in a leadership role to assist in general oversight and workflows and outputs of the Finance Department, in performing activities related to the City’s financial operations including general accounting, grant accounting, accounts payable, audit functions, procurement and contract financial reporting; oversees, manages, and serves as a business partner with the City’s payroll processing vendor; performs financial analyses and a variety of professional level accounting functions in the preparation and maintenance of financial records, reports and statements, year-end procedures; creation and implementation of the City’s annual budget; evaluates and implements improvements for agency wide processes; evaluates and implements short and long-term financial service strategies for maintaining accounting activities; recommends and directs the issuance of bonds and other debt instruments for sound fiscal management and fiduciary compliance; functions as the principal contact for all City banking relationships; maintains and reconciles all City bank accounts; exercises supervision over accounting staff as assigned; and performs related work as required.
The Deputy Finance Director will serve in a leadership role, with an opportunity to learn from a seasoned Finance Director and team, as they continue their growth trajectory.
Experience, exposure, succession planning, and leadership are at the heart of this role and department, and a team and solution-oriented approach is welcomed.
The Ideal CandidateThe ideal candidate will be organized, have a clear understanding of revenues and expenditures, and a ‘roll up their sleeves’ mentality to provide leadership and clear direction to the Finance Department.
Strong interpersonal and communication skills will be necessary to provide reports to City Council and staff as well as to provide guidance and business solutions in a clear manner to all levels of audience.
The successful candidate will be a strong project director with strong communication skills, have the ability to foster a working environment of collaboration and develop effective rapport with employees from all departments.
The selected candidate will have a reputation for high integrity, honesty, good judgement, and a solid track record of managing accounting and finance projects timely and efficiently, and the vision to prepare a robust strategy for the short and long term future.
The ideal candidate is one who is a hands-on visionary, able to strategize and make improvements and suggestions on taking the Finance Department – and the agency- to the next level, in implementing best practices and sound and stable Finance goals and deliverables.
Distinguishing CharacteristicsThe Deputy Finance Director/Controller is designated as "at-will".
At-will employees serve at the pleasure of the appointing authority, which for this position is the Finance Director and incumbents are subject to discharge without cause and without right of appeal.
In addition to the responsibilities of a Deputy Finance Director/Controller, the incumbent in this class has primary responsibility for general accounting, procurement operations, and contracts administration; and may serve in the absence of the Finance Director.
An employee in this class exercises considerable discretion and independent judgment in the performance of assigned duties, based on extensive experience, training in public sector finance and accounting.
Examples of Essential DutiesThe duties listed below are examples of the work typically performed by employees in this class.
An employee may not be assigned all duties listed and may be assigned duties that are not listed below: Alongside the Finance Director, acts in a leadership role in managing the accounting operations of the Finance Department; assists in the development and implementation of Finance Department goals, objectives, policies, and procedures and measures accomplishments against stated objectives.
Assists in the preparation of timely budget reports to Finance Commission and City Council.
Manages all aspects of the City and Successor Agency (post-Redevelopment) accounting operations.
Oversees and performs bank reconciliations; interacts with financial institutions and agencies.
Reviews purchase requisitions and confers with departments by phone or in person to clarify requests, explain purchasing procedures, and provide additional information.
Analyzes bids received, compares specifications and prices, reviews market trends, makes value analysis and makes recommendation of award of order.
Prepares written bid specifications based on equipment, services, or supplies as requested in accordance with policies and procedures.
May coordinate, implement, monitor and evaluate the administration of procurements for financial review, in partnership with other departments.
Assists in the department's formulation of pricing and procurement objectives and strategies; conducts and/or participates in negotiations to leverage the City's purchases.
Plans and implements research and data gathering activities needed for preparation of cost estimates, financing plans and forecasts related to the purchase agreements and contracts; processes or supervises the processing of pertinent documents such as contracts, bids, request for proposals, Council agenda reports and other related reports.
Receives, opens, and examines informal bids and represents the City Manager at public formal bid openings.
Develops new or modified systems and policies to improve essential functions and services to internal and external customers.
Identifies, articulates, manages, supervises, and coordinates policy, procedures, goals and objectives necessary to improve Department services.
Oversees internal Payroll services; coordinates the transmittal of employee timekeeping and CalPERS reporting for all employee classifications; ensures the appropriate application and interpretation of City policies and procedures, and the provisions of various memoranda of understanding related to Payroll; resolves complex issues involving employee compensation.
Analyzes, reviews, and prepares a variety of complex financial statements and reports; draws conclusions and makes recommendations; submits mandated reports to regulatory and grant agencies.
Ensures compliance with laws, codes and regulations governing regulatory and municipal accounting; maintains high standards of professional accounting and auditing.
Develops, revises, and implements specialized accounting procedures and systems to increase efficiency and effectiveness.
Oversees, conducts research and prepares financial reports for special projects.
Compiles and analyzes financial data to assist City administration in financial planning and economic development.
Provides staff training and development; assigns and reviews the work of subordinate employees; reviews and evaluates employees' job performance.
Ensures compliance with provisions of Federal, State, County and City statutes relating to financial matters.
Interacts with the public or internal customers to obtain cash payments, information or documents, or resolve discrepancies.
Ensures Department services are provided with the highest customer service and ethical standards.
Recommends changes to system setup to enhance accounting controls and assists in testing such controls to confirm the correct result.
Provides financial data, financial information and guidance to other City departments; provides timely and accurate monthly reports to the Departments.
Responsible for the completion of the State Controller's Report, and the Cities Financial Transactions Report, as well as the preparation of other annual financial reports.
Coordinates the timely annual financial audit with external auditors.
Develops and maintains the Finance Department's Policies and Procedures Manual.
Recommends automation of accounting systems and reports by use of the City's Financials system.
Researches develops and prepares studies, reports, correspondence, and technical materials in accordance with City policies and related legal requirements, including those required for state and federal grants.
Analyzes existing and proposed ordinances, statutes, resolutions, legislation, and other documents for impact on City operations, including revenue and taxation, as it relates to the City's fiscal policy and its effect on City financial operations.
Stays abreast of current and emerging trends and practices in the field of municipal finance.
Assigns, participates, or assists with the review and audit of the City's financial transactions; acts on recommendations made in audit reports.
Manage and maintain the City’s general ledger, including ensuring record-keeping accuracy and adequate internal controls.
Prepare written reports to other City Departments, City Council and outside agencies; make oral presentations at City Council and other public meetings.
Conducts a variety of financial planning, analysis, and negotiations associated with revenue generation, capital project financing, debt issuance, and the financial performance of enterprise funds, prepares a variety of reports.
Identifies the City’s portfolio objectives, priorities and actions to be accomplished; manages the implementation and achievement of investment and revenue maintenance activities and objectives, including short and long-term planning and budgetary activities.
Meets with department directors, management and city labor negotiator to provide input on bargaining strategies; makes recommendations on salaries, working conditions and other terms and conditions of employment; may participate in contract negotiations.
Serves as Department Head in Finance Director’s absence, as assigned.
Performs other related duties, as assigned.
FLSA Status: Exempt EXAMPLE OF DUTIES Employment StandardsEducation/Experience: A minimum of five years of professional level finance and accounting experience in a municipal agency or equivalent, of which at least three years involved supervision and/or lead direction of subordinate staff; and the completion of a Bachelor’s degree from an accredited college or university in Finance, Accounting, or a related field.
A Master’s degree and/or designation as a Certified Public Accountant (CPA) is highly desirable.
Any combination of training and/or experience that could likely provide the desired knowledge and abilities is qualifying.
Proficiency in word processing and spreadsheets at an advanced level is required.
Knowledge of: Highly complex principles, practices, techniques, systems, and procedures of government finance and grant accounting; municipal budgeting processes; sources of revenue to fund municipal services; research methods and techniques of report presentation; management and organization theories, principles, practices and methods; laws and regulations which govern municipal finance administration; legislation related to public finance and accounting; principles and practices of governmental procurement; advanced principles and practices of computer and accounting systems services; principles of contract administration and liaison; banking operations and accounting procedures related to management of cash and investments; modern office equipment and procedures; general office practices and procedures; basic English usage, spelling, grammar and punctuation; word processing, spreadsheet, and/or data base software at an advanced proficiency level; basic customer service principles; and principles of supervisionAbility to: Plan, direct, manage and perform advanced professional level accounting and financial activities related to the operations of the Finance Department; communicate clearly and concisely, both verbally and in writing; research and prepare complex reports on a variety of subjects; establish and maintain effective relationships with the community at large, the City Council and other public officials; select, train, supervise and evaluate employees; represent the City in a variety of meetings; make decisions regarding assigned operational functions; operate programs within allocated amounts; respond to emergency and problem situations in an effective manner; understand, explain and apply policies and procedures; analyze unusual situations and resolve them through application of management principles and practices; deal constructively with conflict and develop effective resolutions; plan, develop, manage, administer and enforce a balanced budget; develop new policies impacting department operations/procedures; interpret financial statements and cost accounting reports; analyze financial issues as they relate to City services; and maintain accurate and complete reports and records.
SUPPLEMENTAL INFORMATION Special Requirements: Possession of a valid Class “C” California Driver License and a satisfactory driving record.
SELECTION PROCEDUREFirst Review of Applications will be on 1/4/2024.
This recruitment may close, or be extended, at any time, without prior notice.
Applications will be reviewed for depth and breadth of experience and, level and relatedness of education.
The most qualified candidates will be invited to participate in further selection procedures.
The selected candidate will be required to go through a background check and a physical examination before appointment.
Only complete applications or applications that meet the minimum requirements will be considered.
EQUAL OPPORTUNITYThe City of South Pasadena is an Equal Opportunity Employer.
We value and encourage diversity in our workforce.
The City of South Pasadena intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990.
If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (626) 403-7239.
The City of South Pasadena is committed to creating a workplace where every employee is valued for who they are.
Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers.
To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work.
FAIR CHANCE ACTThe City of South Pasadena will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act.
You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer.
If the City of South Pasadena has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns or challenge the accuracy of the background report (for non-public-safety backgrounds).
Find out more about the Fair Chance Act by visitinghttps://calcivilrights.
ca.
gov/fair-chance-act