Assistant Director of Finance

Description

Under the direction of Director of Finance or assigned designee develop, prepare, review, analyze, audit, maintain, reconcile and adjust various District accounts, funds, special projects and State and Federal reporting services and activities. Supervise and participate in the payroll activities for both classified and certificated personnel. Performs a variety of accounting clerical duties related to payroll processing and check distribution. Prepare, maintain and audit a variety of financial and statistical data, records, reports and statements. Perform a variety of professional and technical tasks related to the assigned area of responsibility; supervise, train, and provide information for staff evaluations.

The eligibility list from this recruitment will be valid for six months.

Distinguishing Characteristics: 

The Assistant Director of Finance provides leadership in the Business Services department and assists with the planning and coordination of Districtwide payroll and business functions. In collaboration with the Director of Finance, oversee budget control records, disbursement of various funds, payroll, accounts receivable, student body accounting, and other fiscal activities ensuring compliance with established standards, local, State and federal requirements, laws, codes, regulations, policies and procedures.  

Examples of Duties

• Maintain District standards of excellent customer service and professional behavior in various and sometimes challenging situations.
• Access and monitor District email daily to receive important updates from school and District administration.
• Participate in staff development and in-service training programs as assigned.
• Assist with the planning and organization of the work of the Business Office, including budget control records, disbursement of various funds, payroll, accounts receivable, student body accounting, and other fiscal activities. Assure assigned accounting activities comply with established standards, requirements, laws, codes, regulations, policies and procedures.
• Participate in accounting and payroll functions with staff to meet deadlines and demands of workload volume as warranted or directed.
• Participate in the development and implementation of goals, objectives, policies and priorities for the Business Office; confer with other District administrative personnel and make decisions on actions involving District policy, information and control; identify resource needs; recommend and implement policies and procedures.
• Serve as liaison between the Business and Human Resources department.
• Participate in and process payroll activities for all District employees, including salaries affected by promotion, demotion, retirement, vacation, sick leave, maternity leave, worker's compensation calculations, and other payroll-related information; assure employees do not exceed leave time limitations. Monitor CalPERS and CalSTRS regulations and respond to inquiries and audits.
• Review payroll information and compare with various reports; process accurate monthly, quarterly and annual tax and SUI reports; and process leave accounting. Post and maintain records of employee deductions for unions, TSAs, wage garnishments and deferred income programs; sort, distribute and mail checks to appropriate locations.
• Assist in the salary negotiations process by providing detailed payroll budget information; develop salary schedule updates.
• Prepare and maintain a variety of financial and statistical reports, including but not limited to: statements and records related to income, expenditures, accounts, budgets, programs, grants, bonds, special projects, cash flow, transportation, childcare and state preschool, nutrition, tax reports, LCAP development and reconciliation reports and federal reports that would provide support to District departments.  Review, audit and analyze financial statements, records and reports to assure accuracy ,completeness and compliance with established guidelines, procedures and Generally Accepted Accounting Principles. Research, investigate and resolve financial issues, errors and discrepancies.
• May assist in the bidding process and contract awards through preparation of bid forms documents, contract forms, project manuals, and other activities associated with the construction procurement process from conception to completion; track and log all related documents.
• May train, motivate and provide input on evaluations for assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies.
• Under the direction of the Director of Finance assign work activities and projects; monitor workflow; review and evaluate work products, methods and procedures to ensure compliance with established standards and requirements.
• Oversight and responsibility of cash collections and disbursements of the District, including Associate Student Body Funds, revolving cash, and developer fees.
• Coordinate accounting services with those of other divisions and outside agencies and organizations; provide staff assistance to the Director of Finance; prepare and present staff reports and other necessary correspondence.
• Organize and assist in the calculation, posting, auditing and adjustment of journals and ledgers of income, expenditures and encumbrances for various accounts. Monitor, evaluate, balance and reconcile various accounts, funds and budgets; update accounts to reflect and assure accurate accounting of income and expenditures; initiates budget and fund transfers and adjustments as appropriate; audit accounts for errors and make appropriate adjustments.
• Assist the Director in coordinating and providing professional accounting services in support of year-end closing functions; review and evaluate open encumbrances and sets up necessary liabilities; analyze, prepare and set up payables and receivables for categorical programs; review, evaluate, process and adjust accounts payable and accounts receivable accruals; analyze inventory and adjust to actual.
• Coordinate with fiscal staff at the County Superintendent of Schools in developing and implementing new systems for payroll and accounting.
• Review current accounting procedures and automated systems; assist in the development and implementations of enhancements to the accounting system.
• May work with independent auditors or agencies to coordinate annual audit.
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of accounting and payroll management functions.

May be assigned out of class work as prescribed by Merit Rules and Regulations.

Typical Qualifications

Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential job functions is qualifying. Typically, this would be gained through: graduation from high school or equivalent, a bachelor’s degree in accounting, finance or a related field and four years of responsible technical accounting experience including at least two years’ experience in governmental accounting. Prior supervisory experience preferred. Successful completion of the Merit examination process is required.

Supplemental Information

The eligibility list resulting from this dual certification recruitment may be used to fill current and future regular and substitute vacancies for up to six months.  The following documents must be submitted with your application:

• Supplemental Questionnaire (must attach as a PDF document can be found here: https://tinyurl.com/PVSDAsstDirFinance)
• Resume (optional)

Employment Selection and Procedure

Applications and all required supporting documents must be received by the final filing date indicated above in order to be considered.  Correspondence and notifications will be sent to the email address provided on your application. Applicants are responsible for checking email and responding promptly (within 24 hours).

Dual Certification:  Dual certification examinations are open to qualified employees and nonemployees alike.  Promotional candidates shall receive seniority credit in the amount of one-fourth of one point for each year of regular service (not to exceed 5 points) added to their passing score.  The top three rankings will be certified for consideration for hire.

Examination Information: Applicants must provide sufficient information regarding their education and work experience in order to determine eligibility. A resume and other supporting documents may be included to supplement your application; however, they may NOT be submitted in lieu of the application. The most qualified candidates will be invited to the examination process which will include:

• Application Screening: Qualifying
• Supplemental Questionnaire: Pass/Fail
• Qualifications Appraisal Interview: 100%