Deputy Director of Finance and Administration

Salary

$143,951.09 - $187,823.52 Annually

Location

Kirkland, WA

Job Type

Full-Time

Job Number

202100505

Location

Finance & Admin. - Management Team

Opening Date

08 / 29 / 2024

Closing Date

Continuous

FLSA

Exempt

Bargaining Unit

Job Summary

Deputy Director of Finance and Administration - Recruitment Brochure

The City of Kirkland is seeking an experienced, proactive, and collaborative leader to join our team as the Deputy Director of Finance and Administration.

The City of Kirkland is committed to a culture of diversity, equity, inclusion, and belonging, and the Deputy Director of Finance and Administration will be expected to model these organizational and community values, displaying honesty, trust, and ethics beyond reproach.

The ideal candidate will be deeply committed to the success of the City and a strategic, big-picture thinker. They will embody the values of integrity and teamwork, have a forward-thinking and people-focused approach, be open to partnerships with peers, be willing to seek out diverse perspectives, and to explore new approaches.

They must have the ability to successfully navigate and implement change as needed within the department and support changes that may be initiated on a citywide basis,

Successful candidates will demonstrate the following skills and abilities :

Municipal finance - experience with tools, systems, and processes related to budgets, debt, investments, financial statements, payroll, purchasing, etc.

and adept at navigating complex financial regulations and standards.

Leadership and management - delegating tasks, setting clear expectations, coaching, and mentoring staff, being a good listener, promoting a learning environment, and fostering a positive team culture.

Willing to work alongside staff as necessary.

• Communication - skilled in both written and oral forums; preparing and presenting financial reports, coordinating with senior management, and addressing City Council and City Manager inquiries.
• General - detail and action-oriented, capable of managing multiple priorities, and values collaboratively problem-solving.

Job Summary

The City of Kirkland is looking for a Deputy Director of Finance and Administration who is a strong leader and manager who is thoughtful, respectful and will empower, support, and guide staff to perform at a high level.

They will be energetic, actively engaged, flexible, adaptable; firm when necessary; and possess common sense and a good sense of humor.

Under the direction of the Director of Finance and Administration, the Deputy Director provides leadership and manages, supervises, and administers the activities of the Finance and Administration Department.

Assists the Director in the day-to-day operations of the department, including personnel, budget, administration, and work program tasks.

Oversees the activities of the department in the Director's absence. Oversees multiple divisions in the department's functions as assigned.

The Deputy Director also coordinates and leads the Finance and Administration Department's Leadership Meetings and quarterly coordination meetings with other departments.

The Deputy Director leads projects and initiatives as assigned by the Director. Attends Council meetings and other internal and external meetings as a representative of the City and the Finance and Administration Department.

This position deals with sensitive information and data and must maintain confidentiality on issues.

Distinguishing Characteristics : The Deputy Director reports to and works closely with the Director of Finance and Administration in developing and implementing department-wide goals and objectives.

The Deputy Director serves as the Acting Director in the Director's absence. The incumbent supervises the work of employees in multiple divisions of the Finance and Administration Department.

Principal Accountabilities : Carries out the directions of the Director to ensure that the department's programs are implemented consistent with the City's goals and policies.

This is accomplished through the direct supervision of managers in the Administrative Services and Financial Operations division and the general supervision of departmental staff.

Essential Functions : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.

This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below;

reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Essential duties and responsibilities may include, but are not limited to, the following :

1. General Management

• Assists the Finance Director in carrying out the functional and operational responsibilities of the department.
• Develops and implements operating goals and objectives to ensure compliance with overall departmental goals and objectives and any applicable city, state or federal statutes, rules, and regulations.
• Oversees multiple divisions in the department's functions as assigned. Assigned divisions include Administrative Services (Business Analyst, City Clerk's Office, Information Desk / Passport Application Agents, Payroll), Financial Operations (Business Licensing, Cemetery Administration, City Cashier, False Alarm Reduction Program), and the Accounts Payable / Purchasing division.

Other divisions in the department include Accounting, Administration and Financial Planning.

2. Project and System Management

Prepares / reviews work plans and schedules for major work processes or products related to operations such as preparation of budget documents, financial statements, implementation of financial systems and other software, and new financial policies.

Tracks progress of assigned work against established schedules and reports to Director of Finance and Administration.

Oversees divisions related software. Coordinates with Information Technology Department staff on issues related to assigned systems.

Ensures software processes transactions properly and assures that required changes and upgrades are implemented. Develops policies and procedures regarding use.

Oversees development of reports to provide information for finance, other departments, City Council, and the public.

Conducts special studies and analysis pertaining to a wide variety of finance issues that require the application of financial management principles, accounting theory and analysis of financial data.

Prepares and assists with plans, reports, memorandums, correspondence, policies, ordinances, and presentation materials, including presentations to the City Manager, City Council, and other stakeholders.

3. Treasury / Financial

Performs duties of City Treasurer, including daily cash flow analysis, investment of funds, manages debt funding and debt service and the banking contract.

Provides reports to the Director of Finance and Administration and City Manager and recommends changes to adopted policies.

• Prepares and monitors biennial budget for operations functions in Finance and Administration.
• Develops and administers the evaluation system for effectiveness and efficiency of citywide programs in financial terms.
• Develops and implements operating goals and objectives to ensure compliance with overall departmental goals and objectives and any applicable city, state or federal statutes, rules, and regulations.

4. Personnel Management

Manages operations and functions in Finance and Administration, prioritizes and delegates work, determines work schedules and assignments, hires, trains, coaches, evaluates, and disciplines managers, supervisors, leads, and staff.

Ensures delivery of high-quality customer service to internal and external customers.

• Fosters a positive, supportive, team-oriented work environment; promotes an equitable workplace that demonstrates an environment respectful of working in a multicultural society, which promotes diversity, equity, inclusion, and belonging.
• Engages and supports staff in their professional development by coaching, training, mentoring, and participating in citywide initiatives like Kirkland Learns.
• Develops and maintains strong working relationships with the management teams of other departments to ensure smooth operations and to proactively address issues or process improvements.
• Coordinates and delivers ongoing training of staff in Finance and Administration and other departments to ensure that all staff are aware of processes, requirements, best practices, and applicable polices.

Peripheral Duties :

Assists in preparation and review of the annual financial report for related functions; provides information to state auditors to facilitate annual audit of related functions.

Assists in development of budget for selected funds.

• Performs other duties as required to ensure continuity of financial operations.
• Coordinates and serves as liaison with management and other departments on regulatory issues.
• Participates on City and / or outside committees related to subjects of general interest or representing finance concerns on special project teams.
• Performs functions as assigned in the City's emergency response plan in the event of an emergency.
• Responsible for developing measurable implementation plans that achieve the City's initiatives in the Diversity, Equity, Inclusion, and Belonging (DEIB) Roadmap.

Knowledge, Skills and Abilities

• Advanced organizational skills to effectively manage multiple priorities and lead cultural and operational change.
• Advanced public relations and communication skills (both verbal and written) to comprehend, interpret, and explain rules, regulations, legal requirements, and policies;

ability to convey technical ideas and information to a variety of audiences.

• Advanced interpersonal skills to build and maintain effective working relationships with a variety of internal and external customers and contacts, often with conflicting interests.
• Principles in supervision, training, and performance evaluations and the ability to attract, retain, and motivate competent and professional staff.
• Advanced work planning, scheduling, and documentation skills.
• Advanced PC proficiency including word processing, presentation and spreadsheet software, and databases.
• Comprehensive knowledge of project management principles.
• Comprehensive knowledge of governmental accounting practices, principles, procedures, regulations and techniques, with the ability to interpret and explain these rules, legal requirements and policies and develop effective internal practices.
• Comprehensive knowledge of financial reporting standards and experience in preparing governmental financial reports. Knowledge of auditing standards and practices.
• Comprehensive knowledge of investment practices and regulations, as well as banking relations.
• Knowledge of City Clerk Office functions, including open public meetings, public records management, retention, and disclosure, elections, and official filings.
• Knowledge of payroll, compensation, purchasing, municipal budgeting and financial management practices.
• Knowledge of and ability to use and administer automated financial management systems and advanced proficiency in the use of personal computer software, including word processing, spreadsheet, database, report writing and presentation graphics programs.
• Knowledge of utility billing and accounting and customer service principles.
• Supervisory skills
• Ability to deal with upset and hostile customers to successfully resolve conflict.
• Ability to prepare and deliver presentations to staff, City Council, or the public.

Qualifications

Minimum Qualifications :

• Education : Bachelor of Arts degree in Finance, Business Administration, or related field.
• Experience : Seven years of increasingly responsible experience in public sector finance, cash management and investment or related field, including four years of supervisory experience.
• Or : In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

Other

Licenses and Other Requirements :

• Advanced degree, CPA, and / or CMA preferred.
• Must have a valid Washington State Driver's license and ability to remain insurable under the City's insurance to operate motor vehicles.

Physical Demands and Working Environment :

• Work is performed in a typical office environment. Requires sitting for extended periods of time while performing keyboard operations.
• Incumbent is typically required to reach, stand, walk, finger, talk, hear, and perform activities requiring repetitive motions.
• Work is typically sedentary work : Exerting up to 20 pounds of force occasionally, and / or a negligible amount of force frequently, and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Requires attendance at meetings or public hearings in City Hall or off site, which may be held before or after normal office hours.
• Occasional travel is required to other public forums, public and private sector meetings.

Selection Process

Position requires a resume and cover letter (letter of interest) for consideration of application. Please note how you meet minimum qualifications within the cover letter.

This position is open until filled, however, the first review of applications will be on the 15th day of initial posting.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community.

We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work.

As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law.

We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf, dial 711.