The Director of Financial Services directs and coordinates financial services designed to support administrative operations, within the areas of accounting, audits, budgeting, grants, payroll, and investments. The Director of Financial Services assists deans and department heads with planning and projecting revenues and expenses and produces budget reports that allows departments to manage and analyze their budgets. The Director of Financial Services processes personnel action forms and positions authorizations to verify positions and budget and maintains salary related line items. The Director of Financial Services prepares budget transfers and journal entries, including monthly internal billings and assists the Vice President of Finance and Administration in budget planning and analysis activities. The Director of Financial Services supervises accounting professionals and accounting assistants and works with academic and administrative staff and internal and independent auditors to ensure adherence to prescribed accounting principles, standards, and procedures.
Essential Job Functions
1. Manages many of the daily accounting functions of the College by overseeing the maintenance of the College’s accounts payable, general ledger updating, reconciliation of the College’s bank account.
2. Prepares the College’s Internal Operating Budget by developing methods, models, and other decision support systems, and establishes timelines and deadlines which assure timely submission of the budget.
3. Prepares adjusting, closing and reversing entries at the end of the fiscal year to ensure year-end financial statements and other financial audits will accurately reflect appropriate revenue and expenditures for both the College and The Foundation.
4. Sets up budget phases for the budget process in budget development, works directly with auxiliaries in planning and preparing the budget, coordinates the development of the budget by preparing estimates of revenue from various sources for budget forecasts and to reconcile budgets, loads and maintains the board-approved budget into Colleague, and manages the various budget processes required in the system.
5. Prepares various reports and statistical data outlining the College’s financial position in areas of income and expenditure based on past, present, and forecasted operations by overseeing the collection, organization, and analysis of financial data for the preparation of the College’s internal operating budget and state appropriation request.
6. Maintains the accuracy of financial data by assigning correct budget numbers and expense codes, reviewing or approving transactions, properly recording transactions via journal entries, preparing or reviewing budget adjustments, researching and analyzing data regarding updates needed, updating the position control system, and preparing monthly reconciliations.
7. Updates, coordinates, and prepares periodic financial statements to inform the Board of Trustees and Administration of the condition of the various revenue and expenditure accounts.
8. Prepares and oversees the preparation of Foundation investment reports to allocate amounts appropriately to various endowments in compliance with federal and state regulations.
9. Assists in the establishment of system-wide policies and procedures which ensure resources are used in the most effective and efficient manner by all campuses of the College.
10. Ensures budgetary controls by reviewing expenditure totals, preparing budget allotment changes, and reviewing and approving estimates of expenditures for salaries and wages, services, supplies, utilities, etc., for budget purposes.
11. Ensures proper payroll accounting principles and standards are followed by reviewing and auditing the payroll distribution accounts for the preparation and distribution of pay checks.
12. Provides cash management by transferring funds for cash accounts to investment accounts at appropriate intervals. Prepares periodic reports of cash on hand available for investments.
Prepares periodic forecasts of cash flow requirements.
13. Coordinates with Information Services to obtain various reports and information as needed for position budgeting. Coordinates accounting procedures with the Data Processing area and remains knowledgeable at an informed user level of the College’s administrative software package.
14. Assists the Director of Financial Aid with needed reports and maintenance of records needed for support of financial aid programs. Assists Human Resources with required retirement reports and benefit accounting reports.
15. Prepares year-end procedures and audit workpapers. Supervises the preparation of procedures manual for Business Office operations.
16. Maintains a current inventory of moveable equipment and software for fixed assets.
17. Serves as a member of the management teams in negotiations of collective bargaining agreements and prepares the budget reports.
18. Develops a competent, productive, and efficient departmental staff by supervising, directly and through delegation, professional accountants and accounting support personnel.
19. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
20. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the VP of Finance and Administration.
21. Contributes to the overall success of Financial Services by performing all other duties and responsibilities as assigned, maintaining high levels of accuracy, maintaining a professional demeanor and appropriate levels of confidentiality, collegiality, and providing excellent customer service.
Education and Experience
Bachelor’s degree in finance, accounting, business administration, or related field; a minimum of 4 years of related experience; minimum of three (3) years supervisory experience OR equivalent combination of education and experience; Master’s degree in finance, accounting, or business administration and/or Certified Public Accountant (CPA) preferred.
Supervisory Responsibilities Supervises a composite of 6 support staff and professional staff members within the Financial Services area. Executes supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to walk. The employee is frequently required to talk; hear; sit; use hands to finger; handle or feel; and reach with hands and arms. The employee is occasionally required to stand; stoop, kneel, crouch, or crawl. The employee must lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee works in a business office setting. The noise level in the work environment is usually low.