Finance
Job Descriptions
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Reports to: Mayor Pay Grade: 21 FLSA: E
SUMMARY OF POSITION
The purpose of this position is to supervise, direct, be responsible for the overall accounting and coordination of the financial activities of all City departments including Utilities, serving as comptroller with duties as outlined in 62.09(10) Wis. Statutes and City ordinances. This position provides high level financial oversight of the City’s accounting activities, support to the Mayor, City Council, and City departments in their financial management, budgeting, and reporting responsibilities, presentation of issues and recommendations to the Mayor and City Council for strategic direction of fiscal policy matters to maintain and enhance the financial health of the City including Utilities and performance of a variety of administrative functions as delegated by the Mayor and City Council that do not create conflicts with his/her core duties and responsibilities as outlined below or jeopardize critical segregation(s) in duties.
DUTIES AND RESPONSIBILITIES
Core Duties and Responsibilities - The following duties are the primary duties of this position but do not compose an exclusive or all-encompassing list of duties. Other duties may be assigned or required to accomplish the main goals of this position.
• Directs, coordinates, and supervises all Finance department staff regarding the financial and accounting activities of the City of Stoughton including Utilities.
• Directs the preparation of the annual City and Utilities budgets, including advising the Mayor, City Council, and City department directors in the review of estimates and the preparation of individual departmental budget requests.
• Reviews and oversees the annual City and Utilities audits and submits all required regulatory/statutory reports.
• Reviews, directs, coordinates, and supervises Special Assessment procedures.
• Reviews tax roll special charges, delinquencies, and assessments.
• Reviews tax roll prior to submission to the County Treasurer.
• Oversees the preparation of Statement of Taxes, Levy Limit worksheets and Expenditure Restraint reporting.
• Assists with the preparation of salary and benefit data for the annual budget process in conjunction with the Director of Human Resources & Risk Management and Personnel Committee.
• Performs Comptroller functions as required by State Statutes 62.09(10) and City ordinances.
• The comptroller shall monthly report in writing to the council at its first meeting the condition of outstanding contracts and of each of the city funds and claims payable therefrom, and shall each year on or before October first file with the clerk a detailed statement of the receipts and disbursements on account of each fund of the city and of each aldermanic district or other financial district during the preceding fiscal year, specifying the source of each receipt and the object of each disbursement, and also an estimate of the receipts and disbursements for the current fiscal year.
• The comptroller shall each month and as often as reported examine the treasurer's accounts as reported and as kept, and attach thereto a report to the council as to their correctness and as to any violation by the treasurer of the treasurer's duty in the manner of keeping accounts or disbursing moneys.
• The comptroller shall examine each claim presented against the city, and determine whether it is in proper form, and if it is on contract, whether authorized and correct. For these purposes, the comptroller may swear witnesses and take testimony. If the comptroller finds no objection, the comptroller shall mark his or her approval on the claim. If the comptroller disapproves in whole or in part, the comptroller shall report the reasons for that disapproval to the council. The comptroller shall in all cases report evidence taken. No claim shall be considered by the council or be referred to a committee until it has been so examined and reported on.
• The comptroller shall countersign all contracts with the city if the necessary funds have been provided to pay the liability that may be incurred thereunder, and no contract shall be valid until so countersigned.
• The comptroller shall each year make a list of all certificates for the payment of which special taxes are to be levied, in time for the same to be inserted in the tax roll, and certify its correctness.
• Maintains an accounting system for the City government and its agencies including Utilities in a manner consistent with established and accepted municipal accounting principles and procedures, and in sufficient detail to produce adequate cost, financial, and statistical data for City and department management purposes and to meet statutory requirements.
• Directs, coordinates, and supervises processing of accounts payable and accounts receivable, auditing of purchase orders, receipts, and disbursements, reconciling accounting records with various departments, and allocating payments to various accounts.
• Functions as a resource and support to enhance department’s financial management capacity.
• Maintains a system of budgetary control to ensure that expenditures do not exceed appropriations, and that sufficient revenues are available to meet anticipated needs.
• Directs the development and update of a Five-Year Capital Improvement Plan, a Five-Year Financial/Operating Budget Forecast, and accompanying financing plans.
• Provides the Mayor and City Council, Finance Committee and Utilities Committee with timely and informative financial reports, statements, financial analysis and fiscal projections on major issues requiring policy direction.
• Analyzes City debt structure and prepares recommendations for restructuring thereof; advises the Mayor, Finance Committee, and Utilities Committee regarding debt management.
• Coordinates a variety of special administrative projects as assigned, which include but are not limited to the negotiation of contracts, leases, purchases, land acquisitions, and others of a similar nature.
• Initiates proactively and participates collaboratively with department efforts to streamline operations, increase operational efficiency and effectiveness, and address issues and opportunities of current concern.
• Proposes recommendations to streamline and consolidate budget and accounting functions in a continuous improvement effort.
• Coordinates activities of City Assessor contract compliance.
• Administers the CDBG – Community Development Block Grant program.
• Represents and oversees the City including Utilities in all fiscal matters.
• Administers the investment of surplus City and Utilities funds and documentation relating to the sale or renegotiation of notes and bonds.
• Administers Firefighters’ Pension Fund and serves on the Firefighters’ Pension Board.
• Attends all City Council meetings and committee meetings as deemed necessary by the Mayor and other City of Stoughton authorities.
• Serves on the Board of Trustees – Riverside and Wheeler Prairie Cemeteries.
• Provides administrative oversight and reviews financial activities of duly authorized volunteer organizations.
• Keeps informed of new trends, developments, laws, and regulations that impact the activities of the finance and treasury functions of the City.
QUALIFICATIONS
The ability to perform the Core Duties and Additional Duties listed above and:
Education/Training/Certifications
• Graduation from an accredited four-year college or university with a degree in Business Administration, Accounting, Financial Management, Public Administration or related field.
• Minimum of eight to ten years of progressively responsible supervisory or management position related experience in accounting and financial management, preferably in a municipal environment serving as a finance director or assistant finance director. Specialization in municipal accounting may be substituted for municipal accounting/finance experience.
• The ability to independently initiate analysis and solve a variety of accounting and fiscal issues from both long-term and daily operational perspectives.
• Significant knowledge of computer hardware and software used in the municipal environment, including experience with automated accounting, financial and billing systems. Advanced user of Microsoft applications (Word, Excel, Access, and PowerPoint) preferred.
• Knowledge of municipal accounting and auditing including enterprise funds; considerable knowledge of Generally Accepted Auditing Standards (GAAS); considerable knowledge of Generally Acceptable Accounting Principles (GAAP).
• Knowledge on new Government Accounting Standards Board (GASB) standards and ability to implement and maintain books in accordance as such.
• Familiarity with State and Federal rules and regulations regarding utility systems.
• Proven success and experience in teambuilding and collaboration and experience with effective supervisory/management and human resource principles and techniques.
• Understanding of effective customer service principles and techniques.
• Comprehensive knowledge of Utility electric, wastewater and water systems.
• Background check, physical/drug screen & reference checks required.
Supervisory Skills
• Proven skills in the area of supervision and management, including participative management.
• Ability to supervise the work of departmental staff including; coordinating, assigning, monitoring, and evaluating work; and hiring, training, counseling, and disciplining staff.
• Ability to positively motivate employees and create a teamwork-oriented, effective, and efficient work environment.
• Ability to establish and maintain effective working relationships with the Mayor, City Council members, department directors, staff, and the public.
Language Skills
• Ability to act as a staff advisor to the Mayor, City Council, and department directors.
• Skill in effective, clear, and objective oral and written communications about the City’s finances to individuals and groups.
• Ability to comprehend and interpret a variety of documents including municipal and business financial statements, invoices, contracts, insurance policies and claims, tax rolls, budget requests and amendments, audits, bank statements, budget documents, service contracts, State statutes, City ordinances and policies, etc.
• Ability to prepare a variety of documents with clear, comprehensive explanatory narrative to accompany budget documents, financial statements, fiscal analysis relating to special projects, letters and other correspondence with the Mayor, City Council, department directors, or parties external to the City, etc. using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.
• Ability to record and deliver information, explain procedures, and follow instructions.
Ability to use and interpret legal and accounting terminology.
• Ability to communicate effectively with Mayor, City Council, Finance, Personnel, and Utilities Committee members, department directors, legal counsel, other City personnel, State and County personnel, insurance representatives, and others verbally and in writing.
Mathematical Skills
• Ability to add, subtract, multiply, divide, calculate decimals and percents, and make use of the principles of descriptive statistics.
• Ability to design and produce graphical representations of complex financial and performance data.
• Ability to prepare accounting and financial data projections.
• Knowledge of municipal accounting and auditing including enterprise funds; considerable knowledge of Generally Accepted Auditing Standards (GAAS); considerable knowledge of Generally Acceptable Accounting Principles (GAAP).
• Knowledge on new Government Accounting Standards Board (GASB) standards and ability to implement and maintain books in accordance as such.
Physical and Mental Abilities Required to Perform Essential Position Functions
• Ability to operate a variety of office equipment.
• Ability to develop manual and computerized financial systems.
• Proficient with Microsoft Office.
• Advanced skill set – Excel.
Environmental Adaptability
• Understanding of the City’s political environment and sensitivities; ability to function effectively within that environment.
• Ability to work effectively in an office environment.
• Ability to work under generally safe and comfortable conditions.
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Reports to: Assistant Finance Director Pay Grade:10 FLSA: N
SUMMARY OF POSITION
The purpose of this position is be accountable for the overall treasury, accounts payable, and cash management functions of the City. This position will perform City Treasurer duties as prescribed in State Statute 62.09(9) and City Ordinances.
DUTIES AND RESPONSIBILITIES
Core Duties and Responsibilities - The following duties are the primary duties of this position but do not compose an exclusive or all-encompassing list of duties. Other duties may be assigned or required to accomplish the main goals of this position.
• Manages the receipt of all funds for the City. Codes receipts according to City’s chart of accounts as appropriate. Reconciles deposits to the general ledger. Provides back up support to Finance Accounting Specialist on daily bank deposit processes.
• Oversees the City’s cash flow needs and requirements. Reconciles monthly bank statements for the City. Transfer monies between funds to insure adequate monthly and daily balances.
• Manages banking relationships and programs under the direction of the Finance Director and Assistant Finance Director. Initiates wires, ETF, and ACH transactions. Manages fraud protection programs.
• Manages the entire tax collection process, including filing related reports, processing and reconciling payments received, and transmitting collected amounts to taxing jurisdictions. Represents the City in all things property tax related.
• Coordinates requests to City Council for refunded or rescinded property taxes. Monitors chargeback requirements and activities. Stays abreast of state statute requirements as related to property tax matters.
• Assists in budget preparation, research and financial reporting.
• Monitors, manages and processes debt service payments. Receipts bond proceeds per the Finance Director’s guidance.
• Issues quarterly payment reminders for room tax and monitors collections.
• Answers inquiries from the public and others regarding property assessments, real estate and personal property tax information and other City treasury information.
• Prepares delinquent personal property tax reports. Maintains delinquency information until collection. Reviews delinquency information and reports to Finance Director.
• Assist with monthly account reconciliation, processing of journal entries, and annual audit preparation.
• Compiles personal property deletion information. Assists assessor with personal property deletion and supporting documentation. Relays deletion information to Finance Director and Assistant Finance Director.
• Manages account payable functions, including final approval or processing of payments. Ensures proper documentation is attached to payment requests.
• Prepares City 1099’s to vendors and related reports. Sends out and tracks W-9 information.
• Answers inquiries from other departments regarding invoices, statements and payments made or pending; consults with vendor regarding problems and questions.
• Provides support for the purchase card program.
• Provides backup and assistance for payroll processing.
• Processes and reconciles payroll taxes and deduction disbursements to various agencies, including state and federal reporting.
• Contact person for the accounting software for department heads and other users of the program. Maintains the database and its users and security access. Adds new general ledger accounts under direction of the Finance Director and Assistant Finance Director.
• Point of contact for department heads regarding financial statements, budgets and expense reconciliation.
• Prepares monthly financial reports for Department Heads. Prepares monthly financial reports for multiple volunteer organizations. Prepares other reports as requested.
• Provides backup to the Department as needed and all other duties as assigned.
QUALIFICATIONS
The ability to perform the Core Duties and Additional Duties listed above and:
Education/Training/Certifications
• Associates Degree in accounting, finance, or business and three to five years of related experience or any combination of education and experience that provides equivalent knowledge, skills, and abilities related to financial management, treasury, accounting or purchasing.
• Background check, physical/drug screen & reference checks required.
Language Skills
• Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards. Ability to compare, count, differentiate, measure, assemble, copy, record, and transcribe data and information. Ability to classify, compute and tabulate data.
• Ability to persuade, convince, and/or train others, including the ability to act in a lead worker capacity.
• Ability to advise and interpret how to apply policies, procedures and standards to specific situations.
• Ability to utilize a variety of advisory data and information such as financial statements, tax bills, bank statements, tax payment records, annual budget, budget reports, job applications, daily receipts, balance sheets, journal entries, computer software operating manuals, tax collection manual, State statutes, procedures, guidelines and non-routine correspondence.
• Ability to communicate orally and in writing with City staff, residents and vendors.
Mathematical Skills
• Ability to calculate and understand percentages, fractions, decimals, interest, discount, and ratios.
Judgment and Situational Reasoning Ability
• Ability to use functional reasoning and apply rational judgment in performing diversified work activities.
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria, as opposed to criteria, which are clearly measurable.
Physical and Mental Abilities Required to Perform Essential Position Functions
• Ability to operate a variety of office equipment including computer terminal, typewriter, telephone, fax machine, calculator/adding machine and photocopier.
• Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
• Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling.
• Ability to sustain prolonged visual concentration.
Environmental Adaptability
• Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses a limited risk of injury.
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Reports to: Director of Finance/Comptroller Pay Grade: 5 FLSA: N
SUMMARY OF POSITION
The purpose of this position is to process accounts payable, accounts receivable, journal entries, special assessments for public work projects and other accounting functions and to perform customer service and assigned clerical tasks for the Administrative Services Department.
DUTIES AND RESPONSIBILITIES
Core Duties and Responsibilities - The following duties are the primary duties of this position but do not compose an exclusive or all-encompassing list of duties. Other duties may be assigned or required to accomplish the main goals of this position.
• Verify Accounts Payable information. Initiate Positive Pay batch upload to bank.
• Reviews expense reports for budget discrepancies. Prepares over-budget reports and distributes to Department Heads.
• Reviews monthly general ledger balances and prepares adjusting journal entries.
• Point of contact for department heads regarding financial statements, budgets and expense reconciliation.
• Process and reconcile weekly health, dental and prescription drug insurance claim billings, including Utilities. Reconcile to general ledger.
• Answers inquiries from other departments regarding invoices, statements and payments made or pending; consults with vendors regarding problems and questions.
• Administer the purchase card program.
• Process delinquent utilities for tax roll.
• Administer Fuel card program. Liaison between City employee fuel cardholder and company.
• Prepares correspondence and preliminary and final billing statements for special assessments. Maintains special assessment program, i.e. new assessments, payments, etc. Reconcile general ledger to special assessment program.
• Prepares and reconciles Special and delinquent charges and assessments for Tax Roll.
• Provides staff clerical services to appropriate Committees as directed by Finance Director or Mayor.
• Processes and reconciles accounts receivable.
• Coordinates CDBG home improvement loan program.
• Types reports, letters, forms and correspondence from written and oral instruction; prepares reports from account data as requested; prepares and submits monthly Sales Tax reports. Performs other clerical tasks as directed by the Finance Director.
• Provides Taxi Service with grant application materials. Receives completed spreadsheet and compiles necessary information for submission of the taxi grant application.
• Provides backup to the Department as needed and all other duties as assigned.
QUALIFICATIONS
The ability to perform the Core Duties and Additional Duties listed above and:
Education/Training/Certifications
• High school diploma or equivalent with vocational/technical training in accounting with two years of accounting/bookkeeping experience or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Position requires a Wisconsin Notary Public.
• Background check, physical/drug screen & reference checks required.
Language Skills
• Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose.
• Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.
• Requires the ability to explain, demonstrate and clarify to others within well-established policies, procedures and standards. Ability to follow specific instructions and respond to simple requests from others.
• Requires the ability to utilize a variety of reference, descriptive and/or advisory data and information such as invoices and purchase orders, financial statements and reports, budget comparison reports, technical operating manuals, procedures, guidelines and routine correspondence.
• Ability to communicate orally and in writing with Mayor, Finance Director/Treasurer, Assessors, tax payers, City staff.
• Ability to communicate effectively with supervisor, other departments, vendors, Mayor and Finance Director, coworkers and the public.
Mathematical Skills
• Ability to calculate and understand percentages, fractions, decimals, interest, discount, and ratios.
Judgment and Situational Reasoning Ability
• Requires the ability to apply principles of rational systems.
• Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form.
• Ability to exercise independent judgement to adopt or modify methods and standards to meet variations in assigned objective.
• Requires the ability to exercise the judgement, decisiveness and creativity required in situations involving the evaluation of information against measurable or verifiable criteria.
Physical and Mental Abilities Required to Perform Essential Position Functions
• Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer and other office machines, and/or materials used in performing essential function.
• Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
• Ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and pulling of objects weighing five to ten pounds.
• Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials and tasks.
Environmental Adaptability
• Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses a limited risk of injury.