Public Works Finance Manager
Chelan County Public Works 316 Washington Street Ste 402 Wenatchee, WA 98801
The Public Works Finance Manager (“Finance Manger”) serves as a department lead in coordinating, processing, and reporting on various accounting and administrative needs possessed by the Chelan County Public Works Department (“Department”). The Finance Manager acts as the lead accountant managing the following budgets: County Roads, Equipment Rental & Revolving, Motor Pool, Solid Waste, Solid Waste Planning, Storm Water Utility, Flood Control Zone District, Paths and Trails and Traffic Safety. This position is also responsible for maintaining a comprehensive understanding of Public Works’ policies related to operations, organizational administration, financial management and public relations. If needed, the Finance Manager must be able to relieve the Public Works Director/County Engineer of routine administrative duties. Essential duties and responsibilities include developing and maintaining accounting systems on an accrual or modified accrual basis; reconciliation, implementation and maintenance of accounting, budgeting and record keeping systems; establishing and providing regular status reports when requested; as well as, establishing and maintaining professional relationships with federal, state, local, other County departments, and staff to ensure the success of projects and programs. These duties are expected to be performed with minimal supervision. The Finance Manager presents a positive customer service approach with staff and the public, while also exercising confidentiality and independent judgement.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Plan, organize, review and direct the financial activities of the Department, including but not limited to: receipts, payroll, accounts payable, purchasing, licensing, receivables, rental rates, road levy, utility billing and collections and special assessments. Perform the financial management of all accounting records, agreements, ordinances, resolutions, contracts and other official documents related to finance.
Design or modify accounting systems to provide records of assets, liabilities, retained earnings and financial transactions pertaining to Public Works funds. Maintain general ledger, fixed asset and depreciation schedules, inventory valuation methods and grant accounting procedures for the Department.
Prepare instructional training materials on accounting process improvements, software updates and general financial policies, and coordinate the implementation with support staff to ensure department-wide understanding.
Perform analysis and audit of financial records for completeness and conformance to established accounting policies and procedures. Act as the Department lead in the coordination of the State Auditor’s annual examination of the Department’s financial statements, internal control and compliance with state laws.
Analyze and prepare cost accounting reports for the various funds, including costs associated with material and labor, payroll accounting, equipment rental, motor pool and projects on a monthly, quarterly and annual basis. Recommend, implement and monitor internal controls to safeguard Public Works assets.
Verify costs, quantities, and purchasing/invoicing methods used in Motor Pool, Equipment Rental, and Central Stores.
Account for building and rental equipment values and allowance for depreciation.
Maintain accounts and records of disbursements, expenses, tax payments and maintenance of accounting controls over inventory and purchases for all funds administered by the Department.
Classify financial data and prepare financial statements as required by the Director, fund managers, state and federal agencies. Prepare annual reports for county forces work, annual construction report (contract work), cost of repair, replacement and reconstruction, motor pool and equipment rental and revolving fund expenses and maintenance activities.
Perform monthly bookkeeping for all departmental funds and activities; monitor, process and post expenditures; approve and review weekly vouchers; review payroll equipment and material usage; review project charges; reconcile and prepare reports for inter-departmental billings; monitor equipment repair orders and generate backup for billable work; track material issues and receipts.
Facilitate year-end procedures with the Department’s support staff, Chelan County Auditor and Treasurer; reconcile and post activities related to the current fiscal year; make adjusting entries; audit inventory counts and make necessary adjustments to current year quantities and valuation; adhere to year-end schedule to ensure proper revenue and expenditure recognition; report fund balances and actuals to managers.
Prepare and submit annual budgets by collecting and providing data for individual revenue and expenditures items in all funds; assist fund managers in monitoring and reporting departmental budgets. Assist in long-term planning for capital and operational needs.
Collect and manage expenditure data for Chelan County Public Works projects funded by various agencies, including state, federal, local and county forces. Prepare submittals of grant reimbursements for County Road Projects (CRP), Storm Water, Flood Control Zone District and Solid Waste projects with state and federal funding agencies, including the Washington State Department of Transportation (WSDOT), Federal Emergency Management Agency (FEMA), Department of Ecology (DOE) and Transportation Improvement Board (TIB). Audit and ensure compliance with eligibility requirements imposed by each funding agency specific to the grant awarded.
Prepare and file monthly, quarterly, bi-annual and annual reports related to the Department’s CRPs with granting and regulatory agencies. Regularly coordinate with project managers and engineers on status of project operations, funding allocations and awards, and schedules.
Review contractor payments for accuracy and oversee retainage process for non-federally funded projects with accounting support staff to ensure proper transfer and allocation of funds.
Collect and prepare budget and project expenditure reports for Washington State County Road Administration Board (CRAB) submittals. Ensure compliance with submission of various reports and certifications from the County Engineer to the Washington State CRAB.
Responsible for the management, access to and maintenance of the Department’s financial software (Cascade Software Systems WINCAMS and Tyler Technologies EDEN). Act as liaison with Chelan County IT department, Public Works IT liaison and technicians of all financial software used by the Department to ensure cohesive operations and communications.
Manage accounting functions for Solid Waste using the Paradigm Software for the Dryden Transfer Station. Audit monthly transactions and deposits to ensure compliance with County financial policies and departmental operational policies. Coordinate reconciliation and suggest improvements to operational procedures to ensure accurate reporting and cash handling. Prepare gross revenue and sales tax reports to file monthly excise tax return submittals to the Department of Revenue.
Manage the Motor Pool and Equipment Rental and Revolving rental rate programs; determine depreciation, replacement and maintenance costs for repairing and servicing rental equipment; prepare billings for monthly rentals, coordinate changes to current rental agreements and policies; analyze data to determine rental rates; design rate calculation methods; research and make improvements to those methods to ensure reasonable and current cost valuation.
Coordinate with county departments who are part of the Department’s rental rate programs and discuss replacement, surplus and sales as it pertains to their respective budget needs; provide vehicle status reports as requested; aid in the process of purchasing and establishing in-service status in the Department’s cost accounting system.
Lead support staff by advocating for and exemplifying a positive, transparent and communicative work environment; encourage and provide constructive input when appropriate.
Engage regularly with the Board of County Commissioners, Public Works Director/County Engineer, staff, other County department personnel, and the public. Establish and maintain effective working relationships with all parties associated with the Department.
This position has direct oversight of Accounting, Administration, and Public Works Human Resources personnel. Responsibilities include planning, assigning, directing, evaluating performance, and addressing complaints.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Generally Accepted Accounting Principles and Practices (GAAPP) and their application to State and County accounting operations; principles and practices of auditing, cost accounting and modern office management methods; automated procedures and computer-based accounting software and reporting
- Principles and procedures related to governmental accounting and budgeting
- Guidelines, rules and regulations associated with grant funding agencies including, but not limited to, WSDOT, FEMA, DOE, TIB, and the Federal Highway Administration
- Revised Code of Washington (RCW) and Washington Administrative Code (WAC) as they pertain to County Public Works operations
- Washington State purchasing, contracting and tax rules as prescribed by the Department of Revenue (DOR), CRAB and the State Auditor’s Office (SAO)
Skills & Abilities:
- Computer literacy with attention to detail and proficiency in various software programs, including Microsoft Office and Outlook
- Willingness to promote innovative techniques and efficiency in the work place
- Ability to maintain accurate data entry and record keeping
- Ability to create and manage complex spreadsheets utilizing Excel formulas and functions
- Ability to execute critical thinking skills
- Ability to maintain organized records and work space
- Ability to multitask and meet interdepartmental, state and federal deadlines
- Ability to apply knowledge of effective office principles and practices
- Ability to communicate in a professional and efficient manner with varying personalities, in written and verbal formats
- Ability to effectively present information and respond to questions from managers, supervised staff and the general public
- Ability to define problems, collect data, establish facts, and draw valid conclusions with minimal direction or supervision
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with abstract and concrete variables
EDUCATION and/or EXPERIENCE
Bachelor's degree in Accounting, Finance, Business Administration, or a closely related field; four years of increasingly responsible experience in government finance, accounting, auditing, financial reporting, and budgets; OR an equivalent skillset based on a combination of education and experience in performing the duties of the position.
CERTIFICATES, LICENSES, REGISTRATIONS
Must possess a valid Washington State Driver’s License.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to talk and hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. Accommodations may be made to individuals with disabilities in order to perform the essential job functions.
The work environment characteristics are an office environment. The noise level in the work environment is usually moderate.