Assistant Finance Director chez City of Morgantown

Description

The Assistant Finance Director operates under the general direction of the Finance Director and plays a key role in advancing the strategic objectives and managing the daily operations of the City’s Finance Department. This role ensures the integrity of financial operations through strong internal controls, accurate reporting, and compliance with applicable laws and policies. The position provides leadership in financial management, staff supervision, budgeting, audit coordination, and grant administration, while also contributing to risk mitigation and procurement oversight.

Requirements

MINIMUM REQUIREMENTS

Education: Bachelor’s degree from an accredited college or university with at least 24 semester hours in accounting.

Experience: Four years of full-time or equivalent part-time paid experience in governmental accounting.

Substitutions: A master's degree in accounting may substitute for the required experience.

KNOWLEDGE / SKILLS / ABILITIES

Technical Proficiency: Knowledge of GAAP for local governments and proficiency in using a Windows-based computer.

Software Skills: Proficiency in, or willingness to learn, software applications such as Microsoft Word and Excel.

Creativity and Innovation: Ability to think creatively and bring innovative solutions to tasks.

Positive Attitude: A proactive and positive approach to learning and tasks.

Analytical Skills: Ability to prepare accurate accounting entries and adjustments, perform mathematical computations accurately and quickly, and analyze and interpret accounting records.

Communication Skills: Ability to communicate effectively, both orally and in writing.

Judgment: Use sound technical judgment in determining the accuracy and completeness of financial information obtained.

Interpersonal Skills: Ability to establish and maintain effective working relationships with others.

Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality

ESSENTIAL DUTIES 

Staff Supervision and Development

· Directly supervise the Compliance Manager, Business & Occupation (B&O) Tax Clerk, Fire Fee / Municipal Service Fee (MSF) Clerk, and Cashier.

· Lead recruitment efforts for assigned positions, including interviewing, onboarding, and training.

· Conduct performance evaluations, provide coaching, and administer disciplinary actions as needed.

· Ensure evaluations are completed objectively and timely in coordination with Human Resources and the Finance Director.

· Maintain adequate coverage for cashier and revenue functions during business hours.

· Promote a culture of accountability and reinforce internal controls through staff training and oversight.

Revenue and Financial Operations

· Oversee daily posting of receipts, ACHs, and EFTs to support timely bank reconciliations.

· Serve as liaison with the City’s banking institution for deposit-related issues.

· Review and approve monthly bank reconciliations and ensure accuracy of investment account reporting.

· Reconcile accounts receivable between Utility Billing and the General Ledger.

· Approve and post journal entries, bank transfers, and revenue batches in the enterprise-wide accounting system (GovTech), with thresholds requiring Finance Director approval for transactions over $25,000.

· Ensure all financial operations are conducted in accordance with established internal control procedures.

Budgeting and Financial Reporting

· Prepare monthly financial reports for the Morgantown Land Reuse & Preservation Agency.

· Prepare monthly financial reports for the City’s Self-Funded Employee Health Insurance Plan

· Assist in the development and monitoring of the annual budget, including calendar preparation and departmental coordination.

· Review and post budget adjustments and revisions in GovTech, ensuring compliance with City Council and State Auditor approvals.

· Support transparency and fiscal responsibility through accurate and timely reporting.

Audit and Compliance

· Collaborate with external auditors to facilitate the annual audit process.

· Compile and submit federal and state grant expenditure schedules.

· Maintain documentation and records to support audit readiness and internal control compliance.

Grant Management

· Oversee financial administration of federal, state, and local grants, including CDBG and ARPA.

· Monitor grant budgets, expenditures, and reimbursement submissions in coordination with the Grant Writer and Technician.

· Maintain internal ARPA budget tracking and prepare quarterly/annual reports for Finance Director review.

· Ensure grant compliance through rigorous documentation and internal control practices.

Pension Administration

· Prepare and submit annual census and financial reports for Police & Fire Pensions.

· Calculate monthly employer contributions and initiate internal transfers.

· Submit monthly applications for State Aid and ACH requests for Civilian Pension distributions.

· Maintain pension records in accordance with applicable regulations and internal controls.

Cash Management and Transfers

· Initiate bank, ACH, and wire transfers with first-level approval via online banking.

· Prepare weekly money market transfers for Finance Director review and submission.

· Record transfers promptly to ensure liquidity and prevent overdrafts.

· Monitor and report Municipal Sales & Use Tax revenues, ensuring proper fund allocation per ordinance.

Purchase Card (P-Card) Program Coordination

· Administer the City’s P-Card Program in compliance with WV State Auditor policies and City procedures.

· Issue and activate cards for eligible employees following required training and documentation.

· Educate cardholders on security protocols and monitor for misuse or fraud.

· Enforce disciplinary actions for non-compliance and provide ongoing training.

· Ensure all P-Card transactions are subject to internal control review and audit readiness.

Procurement Oversight

· Support purchasing activities beyond the P-Card Program, including purchase orders, vendor contracts, and capital acquisitions.

· Collaborate with departments to ensure procurement aligns with budgetary constraints and internal control standards.

· Review purchasing documentation for compliance with City policies and applicable regulations.

Risk Management Oversight

· Assist in identifying and mitigating financial risks across departmental operations.

· Support the Finance Director in evaluating insurance coverage, claims processing, and risk exposure.

· Promote proactive risk management strategies to safeguard City assets and operations.

Leadership and Strategic Support

· Participate in weekly Finance management meetings and contribute to strategic planning.

· Support department-wide initiatives and special projects as assigned.

· Foster a collaborative and solutions-oriented environment within the Finance Department.

Internal Controls

· Monitor the effectiveness of internal control systems across all Finance Department functions to ensure compliance with applicable laws, regulations, and City policies.

· Conduct periodic assessments of financial processes to identify potential risks, control weaknesses, or areas for improvement.

· Collaborate with departmental staff to implement corrective actions and strengthen internal control procedures where deficiencies are identified.

· Maintain documentation of control activities and risk mitigation strategies to support audit readiness and operational transparency.

· Provide regular updates to the Finance Director regarding internal control performance, emerging risks, and recommended enhancements.

· Support the development of policies and procedures that promote accountability, safeguard public assets, and reduce exposure to financial risk.

Other duties as assigned