Job Title: Assistant Finance Director
Department: Clerk / Election / Finance
Union Affiliation: Non-Union
FLSA Status: Non-Exempt
Position Description Summary:
The Assistant Finance Director works under the supervision of the Finance Director with direction from the Township Clerk. This position assists the Finance Director on financial and budget matters and performs the day-to-day accounting activities such as bank reconciliations, the creation and maintenance of financial records, expense account reconciliations, and inter-departmental accounting transactions.
The Assistant Finance Director must have considerable knowledge of cash receipting, accounts payable, fixed assets, assessing and tax operations, payroll, and budget compliance. Proficient analytical skills are needed to perform work and research accounting matters within the framework of federal, state and local statutes. Considerable knowledge of Generally Accepted Accounting Principles (GAAP), General Accounting Standards Board (GASB) and the township’s Procurement - Petty Cash - Credit Card Policy and Accounts Payable Policy and other applicable finance policies, procedures and directives is essential for completing the functions of this position as well as having advanced competency in the township’s financial management software system (BS&A).
Essential Function(s) of the Position:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the level and/or class of this position.
- Maintain accounting records following Generally Accepted Accounting Principles (GAAP), implement the pronouncements of the Governmental Accounting Standards Board (GASB) and the Michigan Municipal Budgeting Act related to the management and recording of municipal accounts.
- Complete monthly bank reconciliations by the 15th of the following month, including deposit creations, review and posting of wire transfers and interfund activities, and reconciling items to financial ledgers.
- Manage township issued credit cards including establishing accounts for new employees, printing and distributing monthly credit card statements, establishing credit card limits, and working directly with the township’s financial institution on all issues, including managing fraudulent activity.
- Manage accounts receivable including the creation of invoices in the township’s financial management software system (BS&A) and the monitoring of accounts receivable aging.
- Monthly analysis of the township’s healthcare invoices including monthly reconciliation against the general ledger, invoicing of premium sharing, and assisting human resources as needed.
- Reconcile and create manual journal entries for payroll deductions as needed including but not limited to healthcare and retirement (i.e. Blue Cross Blue Shield, Priority Health, Medicare Advantage, Mass Mutual, HSA, AFLAC, Dearborn National).
- Prepare and submit monthly External Wire / EFT / ACH Transfer Activity Report for placement on the township board of trustee meeting agenda.
- Manage the payroll function including reconciling direct deposit payments against the payroll register, issuing payment of state withholding taxes, verifying IRS payment of federal withholding, addressing payroll exception reports, and creation of positive pay; provide direction as needed to personnel responsible for processing payroll.
- Manage fixed asset accounting records within the accounts payable module of the township’s financial management software system (BS&A) to ensure that all department’s capital assets are accounted for and maintained in accordance with the township’s Asset Management Policy.
- Monitor department’s compliance with internal control practices for all financial activities; provide guidance to departments as required.
- Assist with preparation of audit workpapers including but not limited to: construction projects, capital assets, property tax levies, special assessments districts, trust and agency accounts, debt, and grant activities.
- Prepare and retrieve requested records, schedules and reports to assist auditors onsite when conducting the township’s annual financial audit.
- Act as secretary to the Audit Advisory Committee; collaborate with Finance Director to establish agenda, prepare minutes and submit final minutes for placement on the township board of trustee meeting agenda.
- Assist with calculation and posting of year-end adjustments.
- Assist with preparation of the Comprehensive Annual Financial Report (CAFR) including footnotes and statistical section.
- Assist the Finance Director with the development of the Government Finance Officers Association (GFOA) annual budget document in accordance with guidelines set by the National Advisory Council on state and local budgeting and GFOA’s best practices on budgeting.
- Assist with year-end reporting including the F65, qualifying statement, and pension and Other Post-Employment Benefits (OPEB) reporting.
- Provide information, direction and support in response to financial questions from township officials and staff in accordance with the township’s Procurement
- Petty Cash
- Credit Card Policy, Accounts Payable Policy and other applicable finance policies, procedures and directives.
- Develop and maintain spreadsheet, graphs and charts in support of general journal entries, financial analysis, trend analysis, and various forms of reporting.
- Compliance with the township’s adopted Record Retention & Disposal Record Schedule pursuant to Michigan Records Management Laws by preserving the custody of official department documents within the township-wide Enterprise Content Management System (ECM) / OnBase.
- Provide notary public services as needed.
- Perform other duties as assigned.
- Other Essential Department Functions: Elections
Under the direction of the Township Clerk, the Assistant Finance Director assists in the operations of the Elections Division relative to the administration of local, state and federal elections.
See: Elections Specialist Job Description.