Assistant Manager (Payables)

Department/Agency of position: 
Palm Beach County Clerk & Comptroller's Office/Finance Department
Location of position: 
West Palm Beach, FL
Wage/Salary: 
$59,028.00 – $76,153.00
Date Posted: 
Wednesday, November 7, 2018
Closing Date: 
Friday, December 7, 2018
Job Description: 

CLASSIFICATION TITLE: ASSISTANT MANAGER- FINANCE SERVICES

GENERAL DESCRIPTION OF DUTIES

Under direction of the Manager- Finance Services, this position performs managerial work in assisting department management in overseeing the operations of an assigned Finance division of the Clerk & Comptroller. Such areas include, but are not necessarily limited to, Board Services/Value Adjustment Board, Facilities & Security, Accounting, Financial Business Analysis, Procurement, Budget & Financial Analysis, Payroll, Financial Reporting, Payables, Revenue & Cash Management, and Investments. Employees in this classification are responsible for assisting management with monitoring work flow and productivity, as well as evaluating the effectiveness of department operations and the efficiency of resource allocation. This position is responsible for assisting the Manager- Finance Services with reporting, management of projects and employee relations functions.

SPECIFIC DUTIES AND RESPONSIBILITIES

EXAMPLES OF ESSENTIAL FUNCTIONS

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Assists management with planning, organizing, and directing daily administrative operations; assists management with communicating unit, department, division and agency goals and objectives; assumes responsibilities of the manager in the event of absence or as directed

Monitors work flow and productivity of staff under charge; monitors performance for adherence to established goals and objectives

Recommends, implements, and adheres to audit controls and systems for reviewing tasks, procedures, operational efficiency and effectiveness, and staff training and development

Provides recommendations for modifications to current processes as indicated; establishes and ensures implementation of approved changes

Assists management with coordinating effective communications with various external entities applicable to functions under charge, i.e., County departments, banking partners and other vendors

Assists management with budget development and administration

Performs personnel management duties, i.e., supervising, training, hiring, disciplinary action, counseling, performance evaluations, recommending transfer, promotion, and employment separation

Participates in projects and initiatives as needed; performs special research as required

Prepares agendas and conducts and facilitates staff meetings; distributes administrative orders, memoranda, and policy and procedural updates accordingly

Attends and participates in various intra- and interdepartmental meetings

Investigates, researches, and reports on customers, service provider, external agency, and County Department concerns and complaints; provides information, direction or resolution accordingly

Tracks time sheets, attendance, vacation, tardy, sick time, and leave of absence; monitors such for unit scheduling and evaluation purposes

Analyzes and reviews records, reports, logs, forms, and other work processed to ensure accuracy, completeness, and compliance with applicable regulatory standards; edits, revises or adjusts accordingly

Communicates with supervisor, employees, other departments, managers, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems or give/receive advice/direction; provides information and responds to inquiries as needed

Maintains current knowledge of regulatory trends and legislative developments affecting functions under charge to ensure proper application to responsibilities under charge

Performs work outside and beyond normal working hours during times of critical deadlines, projects, or other time-sensitive duties. Non-exempt positions will be compensated for any hours worked over 40 in compliance with our overtime and compensatory time policies and the Fair Labor Standards Act (FLSA)

Maintains established organizational/departmental productivity standards

Monitors all organizational/department-related performance and productivity standards for compliance

Safely and successfully performs essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards

Maintains reasonably regular, punctual attendance consistent with the ADA, FMLA, other federal, state and local standards and the organization's attendance policies and procedures

Comes to work and works the regular schedule and shift for the position

Complies with all personnel policies and procedures

MARGINAL FUNCTIONS

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

Provides customer service using multilingual skills as the need arises, if applicable

Performs related duties as directed

MINIMUM TRAINING AND EXPERIENCE

Bachelor's degree in Accounting, Finance or related field, supplemented by five (5) years of recent and relevant experience, to include financial reporting, governmental accounting, automated financial systems and supervisory experience that provides broad knowledge of public finance administration, automated financial systems, and regulatory standards regarding administration of public funds; or an equivalent combination of education, training and experience. Banking experience and crystal reporting knowledge preferred. Master's degree preferred.