Assistant Director of Finance | Village of Addison

VILLAGE OF ADDISON

ASSISTANT DIRECTOR OF FINANCE –

FINANCE DEPARTMENT

Summary of Position and Duties:

The Human Resources Division of the Village of Addison is accepting applications to fill one (1) vacancy in the at-will, F.L.S.A exempt, full-time position of Assistant Director of Finance in the Finance Department. Under general direction, reporting to the Finance Director, the person in this position supervises technical and clerical personnel engaged in budgetary planning and control, water billing, collections, accounts receivable, accounts payable, payroll and planning, purchasing and the annual audit. Provides technical and general assistance to the Director of Finance. May act as Finance Director in his/her absence. The Assistant Director of Finance will generally work a Monday through Friday, 37.5-hour work-week. However, the employee will be expected to work and attend meetings after-hours, as directed by their supervisor. The Assistant Director of Finance must be able to successfully work and maintain focus in an environment with frequent interruptions, while handling multiple priorities at once. Work is of considerable difficulty and is reviewed for progress and conformance to established procedures by the Director of Finance.

The primary responsibility of the Assistant Director of Finance will involve, but not be limited to:

• As a designee of the Director, responsible for the risk management program of the department and ensures that the organization adheres to IRMA guidelines for risk management. Reviews and signs off on all IRMA claims that originate in the department as well as ensuring that discipline is givenwhere appropriate. This person or their designee administers the Alternate Duty Program in the department. May participate in department/executive safety committee and may perform monthly department safety inspections.  Ensures that the department conducts its monthly safety committee meetings. Responsible for ensuring employees are trained and comply with all mandated and departmental safety standards, including O.S.H.A., and safety data sheets (S.D.S.).

• Performs duties in strict accordance with the Department/division SOP/safety manual and expected to report any hazards and observed infractions immediately to the supervisor, assisting in resolution.

• Must wear all required safety equipment (i.e., gloves, ear plugs, etc.) for the duty at hand according to department, equipment and regulatory specifications; report near miss accidents; comply with proper P.P.E. usage and follow required JSA’s; attend all required Village and department training; perform vehicle and work area evaluations according to department specifications and as required on a daily basis; initiate training topics or issues as needed.

• Approves or disapproves personal, vacation and/or sick leave for employees in their work unit, initiates disciplinary action against employees when necessary; supervises and evaluates the work of subordinate employees.  Participates in the interviewing, hiring and training of new staff.  Ensures that proper documentation of subordinate employee performance and behavior is conducted. Handles citizen complaints and takes the appropriate, corrective action.

• Assists the Director of Finance in directing and coordinating overall fiscal management for the Village; performs analysis of various ledger accounts necessary for making departmental decisions.

• This person assists all Village staff involved in the preparation and administration of the Village's operational budget; conducts records maintenance; maintains fixed asset reporting, including infrastructure; performs accounting duties as assigned.

• Supervises and assigns the technical and clerical staff engaged in budgetary planning and control, water billing, collections, accounts receivable, accounts payable, payroll and purchasing. May be called upon to back-up those areas should the need arise; this would be due to limited staff as a result of unforeseen circumstances – i.e., recent COVID staffing challenges.

• May be called upon to intervene when a resident or customer has a question or concern that is not answered to their satisfaction, and a supervisor is requested.

• May assign duties to subordinate employees; prepare work schedules, observe work routines to ensure that they are performed in accordance with established procedures and time schedules; may determine training needs and schedules and make requisitions for various materials, and supplies.

• Develops and recommends processes and procedures for departmental tasks; advises and instructs technical and clerical personnel on changes in procedures affecting preparation of data entry, records, reports, and correspondence; confers with all departments for information required, answer questions and inquiries on the development and implementation of new and revised procedures.

• Provides technical consultation and administrative assistance in all areas of accounting in the Finance Department and other departments; prepares schedules and reports for auditors for each fiscal year-end audit; assists external auditors in the preparation and completion of the Annual Comprehensive Financial Report.

• Prepares monthly Treasurer’s reports and financial reports for the Village Board of Trustees and Village department heads; prepares and inputs journal entries for month-end transactions to general ledger system; runs edits and updates for accounts payable, accounts receivable, cash receipts, payroll, purchasing, and budget adjustments.

• Prepares and maintains Fixed Asset Schedules including Board approved capital expenditures.  Maintains separate records for budgeted capital projects.

• Prepares month-end analysis and reconciliation of investments and cash account balances.

• Serve as liaison and troubleshooter for the department between staff, financial software systems and IT-related issues.

• Create Excel spreadsheets and templates for various reporting, through the use of advanced features such as pivot tables, sorting, charts, graphs, etc.; train staff on use as needed.

• Assists with daily receipt balancing and release of files on financial software programs.

• Due to the sensitive nature of payroll, this position will serve as the back-up to the payroll function. 

• During peak activity, such as vehicle stickers or due-dates for water billing or business licenses, may be called upon to assist in those activities – entering or assisting with the collections area.

• Performs other various financial projects assigned by the Director of Finance.

• Represent Finance Director at Committee and Board Meetings, payout review and Village Manager’s Staff Meetings when needed. 

All applicants must meet the following minimum requirements to be an eligible candidate for this position:

• Requires graduation from an accredited college or university with a minimum of an undergraduate degree in accounting and/or finance; a graduate degree in the aforementioned fields of study or C.P.A. preferred. 
• As of October 18, 2022, possess at least five (5) years of experience in governmental/municipal accounting and/or the same years of experience auditing governmental/municipal entities.
• As of October 18, 2022, possess at least five (5) years of supervisory or administrative experience in the area of municipal finance or related field.
• Working knowledge and experience with New World Financial software strongly preferred.
• Ability to work and attend meetings after-hours, as directed by their supervisor.
• Ability to pass a personal interview, background and physical and drug screen when applicable. 
• Be able to successfully utilize Microsoft Office software programs (i.e., Word and Excel).
• Ability to successfully work in an environment with frequent interruptions, handling multiple projects and priorities at one time.

ADA COMPLIANCE

Physical Skills and Abilities Required:

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 use hands to finger, handle, or feel the computer keyboard and mouse.  The employee frequently is required to stand, walk, sit for extended periods of time, reach with hands and arms, and talk or hear on the phone or in person. The employee is occasionally required to stoop, kneel, or crouch to reach lower level file drawers. The employee must occasionally lift, carry, push, pull and/or move boxes of files or paper up to twenty (20) pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

May be required to work at night or after-hours as necessary in order to accomplish work tasks.

The employee must be available and present for work as scheduled. The employee must perform all functions of the job safely and efficiently at all times in compliance with all safety regulations and policies for the safety and welfare of the employee, co-workers, and the public. Must be able to attend and participate in job-related meetings, seminars, and continuous education courses, as needed. Must be able to pass psychological, physical and/or other examinations as required.

Work Environment Factors:

Ability to work under generally safe and comfortable conditions where exposure to environmental factors may cause discomfort and poses a limited risk of injury. The noise level in the work environment is usually low to occasionally moderate.

Ability to recognize and prepare to work safely within the constraints of potential hazards.

Salary:

The salary range for this position is $102,946 - $142,502 ($105,519 - $146,064 effective November 1, 2022). The Assistant Director of Finance will receive a very competitive benefit package and work 37.5-hours per week, plus any after-hours work that is required.

Required test and screenings:

The candidate selection process may consist of, but not be limited to: a review of the candidate’s past work experience/skills, a personal interview and the application of a test. Successful candidates must successfully pass all required screenings and tests administered, when applicable, in order to be a candidate for this position. However, passing all required screenings/tests and completing a personal interview does not guarantee hire by the Village, as the ultimate decision to hire anyone is at the sole discretion of the Village of Addison.

IMPORTANT NOTICE – SUBMISSION OF APPLICATION:

Applications can be obtained at the Village Hall either in the Administration Department, Room 2100, or downloaded from the Village’s website at www.addisonadvantage.org. All completed applications must be directed to the Director of Human Resources/Risk Management, either via regular mail at 1 Friendship Plaza, Addison, Illinois 60101, emailed to voajobs@addison-il.org, or submitted personally to the Administration Department, Room 2100 of the Village Hall. Only one (1) application per person. Position will be open until filled.

RESUMES WILL NOT BE ACCEPTED WITHOUT A COMPLETED APPLICATION.

Equal Employment Opportunity:

Please refer to the Village of Addison website: www.Addisonadvantage.org, Division of Human Resources Section, to review a copy of the Village’s policy on Equal Employment Opportunity.

IMPORTANT DISCLAIMER FOR POTENTIAL APPLICANTS:

Applicants with disabilities, who need accommodations in order to complete any portions of the application/test, should contact the Human Resources Division at 630-693-7504.

**APPLICANTS – PLEASE CAREFULLY READ**

To avoid conflicts of interest and the appearance of favoritism or bias and to enhance supervision, security, and morale, the Village of Addison believes it advisable to prohibit the employment of relatives in a direct supervisory relationship or to prohibit having two (2) relatives employed in the same department/division. In addition, this policy bars the hiring or employment of an employee's relatives in any position that would:

• Have the potential for creating an adverse impact on work performance; or

• Create either an actual conflict of interest or the appearance of a conflict of interest, such as the relative having an auditing or control relationship to the employee's job.

 “Relatives” (including blood/step/in-law/adopted/legal guardian) are defined as spouse, mother, father, sister, brother, child, uncle, aunt, grandparent, grandchild, or any individual with whom an employee has a close personal relationship, such as a domestic partner, co-habitant, or significant other. The same prohibitions apply to employees who marry, cohabitate, or become related by marriage.  The provisions of this policy are not limited to personal or familial relationships amongst supervisors, managers, and subordinates. The policy also includes personal and/or familial relationships between individuals working as peers in any department when such relationship actually disrupts the operation of the department or the Village.