Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in many of the following areas: Project Funding Oversight and Management; Financial and Related Reporting; Program and Policy Analysis; Document and Correspondence Preparation; Staff Oversight; Payroll Administration; Accounts Payable Administration; Data and Statistical Analysis; and Special Projects or Programs. This is the journey, fully trained level within this series; incumbents are expected to be fully competent to independently perform the full range of duties. Work mainly involves the gathering and interpretation of data dealing with problems and difficult situations. Incumbents may put forth alternative solutions for consideration.

Supervision

Supervision Received: This class works under direction, wherein the employee receives general instructions regarding the scope and approach to projects or assignments, but procedures and techniques are left to the discretion of the employee.

Supervision Exercised: This class may provide indirect supervision to lower level personnel.

Distinguishing Characteristics

N/A

Essential Functions

A. Project Funding Oversight and Management
Duties may include:
Obtain, read, interpret, and understand master grant agreements and grant contracts. Prepare, update, monitor, and maintain budget schedules for capital grants and capital projects in financial software. Ensure proper billing, collection, and spending of grant funds. Prepare capital grant and capital project status reports and ensure accuracy of financial information. Perform reconciliation of accounts. Identify and resolve adjustments and discrepancies in financial software. Resolve adjustments and discrepancies with funding agency records. Perform analytical review of expenditure activity in capital project accounts and grant agreements. Prepare journal entries. Ensure adequate internal controls are identified and implemented for capital grants and capital projects. Monitor grant and capital project budgets to identify any budget overages. Calculate capital labor billing rates, creation, assignment, and monitoring of capital labor billing codes. Enter new information into ERMS system, assigning funding allocation rules for each capital project. Make capital project budget and released budget changes in ERMS, changing and reassigning grant budgets and released budgets in ERMS system. Answer funding, budget, encumbrance, and actual cost questions from project managers. Monitor capital project funding to ensure that all funding has been identified and input into the ERMS system. Review capital project expenditures to identify potential errors or unallowable costs. Project cost correction and reclassification journal entries at the request of project managers. Other duties as assigned.

B. Financial and Related Reporting
Duties may include:
Perform professional accounting work in accordance with Generally Accepted Accounting and Auditing Principles (GAAP), procedures, and controls. Review, prepare, and present monthly financial working papers and related reports. Compile and prepare statistical and other special reports and perform special projects as necessary. Assemble materials for and assist public and private auditors in conducting audits; substantiate compilation and analytical review with supporting work papers for auditors. Review cash flow papers and prepares transmittal of transfers and receipts of monies to the District’s general cash account. Prepare forecasts, projections, revenue, and cost analysis working papers. Prepare schedules for federal and state payroll tax submission. Prepare and submit Form 941 Federal Tax Return. Prepare and submit DE 166 State Wage and Withholding tax return. Reconcile retirement pension funds and transfer funds between the two pension funds. Compile, analyze, and format financial data for FTA and Measure A quarterly reports. Compute financial performance ratios, obtain industry benchmarks, and analyze and interpret financial solvency and stability for procurement financial analysis. Allocate capital project expenditures to grant funding based on funding matching requirements; compile grant billing information; prepare billings; submit to granting agencies. Complete general ledger account reconciliations by analyzing transactions, comparing expected results to actual results, identifying errors, and making necessary corrections, and presenting data in a user-friendly format. Provide various financial reports on an ad-hoc basis by extracting, compiling, analyzing, and formatting financial data. Provide assistance in interpreting report parameters, results, and data to project managers and management personnel. Other duties as assigned.

C. Program and Policy Analysis
Duties may include:
Develop and participate in the development of accounting policies and procedures. Conduct, direct, or participate in analysis of new and existing financial accounting systems and procedures to increase efficiency and to ensure compliance with standard accounting principles and procedures, regulations, and laws. Assist in compiling information for putting together new or revised federal grants. Identify funding sources in SAP for individual line items in grants. Assist in reconciling activity line items in order to closeout federal grants. Interpret current revenue-related policy and procedures. Analyze, review, revise, and rewrite revenue policy and procedures. Develop and maintain revenue procedures. Inform personnel of new policy and procedures. Other duties as assigned.

D. Document and Correspondence Preparation
Duties may include:
Review and edit Board or Director issue papers prior to submission to General Manager to ensure accuracy of capital project budget availability and funding information. Review and edit Grant ID Funding Source form prior to submission to the Finance Administrator for all new capital projects to ensure accuracy of capital grant and capital project budget availability and funding information. Compose letters or memorandums for Finance Administrator's review and approval. Review Board issue papers, including corrections of errors and verification of budget availability. Review funding identification forms, including verification of budget availability, identifying funding issues, and ensuring proper project encumbrances and account assignments. Complete funding information on General Manager’s contingency fund requests, assigning proper project and project charge codes, transferring and releasing budget, monitoring fund status, and completing fund reconciliation. Attend meetings, serving as technical or functional expert. Act as a department liaison for external auditors, which includes submitting their requests to appropriate District personnel, coordinating timing, resolving questions, and responding to special requests. Answer accounting-related questions and suggest appropriate recording methods. Keep track of state funded projects and initiate closeout or extension letters when due. Keep track of PUC signal crossings and prepare yearly invoice. Prepare routine internal correspondence requesting information needed to complete grants. Prepare and update FTA grants quarterly reports Other duties as assigned.

E. Subordinate Staff Oversight
Duties may include:
Supervision of staff, including overseeing and delegating work, training employees, providing work feedback, conducting performance evaluations, and recommending hiring decisions. Oversee and delegate work, train employees, and provide work feedback. Stay current on accounting, auditing, governmental accounting, and federal and state regulations and requirements by reading professional journals and attending relevant training seminars. Other duties as assigned.

F. Payroll Administration
Duties may include:
Monitor daily production to ensure direct deposit and checks are prepared on time scheduled payrolls. Ensure third-party remittance and postings to financial records are accomplished. Determine dates for processing of special payrolls. Prepare reports to calculate earnings for employees who are retiring. Audit and approve special payroll off-cycle checks. Perform configuration and modifications in SAP development server and testing in the test and production servers. Execute system integration testing, including performing the tests and making changes in configurations to resolve errors. Other duties as assigned.

G. Accounts Payable Administration
Duties may include:
Monitor daily production to ensure all invoices are input for weekly payment runs. Process all accounts payable check payments and payroll third-party check payments. Prepare and submit annual Form 1099-MISC for accounts payable payments to vendors. Other duties as assigned.

H. Data and Statistical Analysis
Duties may include:
Gather, review, and analyze large quantities of data, downloading and importing data for financial analysis, which includes calculating data analysis statistics such as percentiles, variances, and correlations creation of data analysis charts and tables. Project expected results and relationships and compare actual data to expected data. Analyze, interpret, and explain differences. Other duties as assigned.

I. Special Projects or Programs
Duties may include:
Head departmental project-related meetings. Create, plan, approve design of, and schedule completion of various projects. Coordinate with other departments to insure timely completion of projects. Collect and report data on progress of projects. Prepare projects related documentation, charts, graphs, and work plans. Estimate project equipment cost, impact of Revenue Center operations, and schedule work crews. Establish and administer special District programs. Purchase material, equipment, and supplies related to programs. Coordinate with contractors and vendors
related to program. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Various professional accounting standards, such as Generally Accepted Accounting and Auditing Principles (GAAP), Governmental Accounting Standards Board (GASB), and Financial Accounting Standards Board (FASB).


• Grant applications and administration of grant agreements and contracts Accounting procedures for various types of funds and account groups, such as general, special revenue, debt service, capital projects, trust, general long-term debt, and fixed assets.


• PC hardware and software capabilities and accounting applications.


• Financial administration, including budgeting, financial reporting, information systems, and procurement.


• Accounting activities, such as cash receipts, grant billing, and accounts payable/receivable.


• Depositing and reporting withheld taxes.


• State requirements for public reporting.


• Federal and state wage-hour laws.


• Taxable and nontaxable compensation.


• Payroll accounting.


• Principles and practices of management and supervision.


• Taxation issues common to accounts payable.


• State and federal requirements impacting accounts payable.


• Data extraction and compilation software.


• Principles and practices of supervision, leadership, mentoring, and conflict resolution.


• Cost accounting principles and grantor restrictions related to cost allocations.


• Principles and techniques of software and systems quality assurance and development cycle.

• Analyze postings of capital project expenditures.


• Work on multiple projects that have conflicting deadlines.


• Revise capital project budget schedules according to capital grant guidelines.


• Write clear and concise reports and correspondence.


• Make effective presentations of conclusions and recommendations, orally and in writing.


• Assist, train, and cooperate with accounting and non-accounting staff in preparation of accounting records and reports.


• Provide effective supervision or lead direction to clerical and technical staff.


• Effectively plan, initiate, and supervise complex accounting projects and activities.


• Determine reasons for payroll system failures and accounts payable system rejects.


• Access industry and market standards and benchmarks.


• Communicate effective, both orally and in writing.


• Learn the District's standard report data elements and relationships.


• Learn the District's standard operating policies and procedures.


• Learn ERMS Project System Module functionality, available reports, and procedures and methods for testing business functions.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• ERMS software concepts.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Project management software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Two years of professional accounting experience, preferably in municipal or public accounting. Supervisory experience is preferred.

Required Prior Education:
A Bachelor’s Degree in Business Administration, Accounting, or closely related field. A current CPA License is desirable.