Position Title: Finance Director
Approved by: Executive Director
Date Approved: 5/1/2020
Position reports to: Deputy Director
Positions Supervised: 1
Responsible to administer, advise, manage/coordinate and oversee the financial management programs and activities of the Agency's owned and/or managed properties, non-profit, and LLCs including day-to-day financial operations; asset and debt management; directing, maintaining, and controlling an accounting system that properly reflects the financial position of FWBHA; interpreting, communicating and administering Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards Board (GASB), IRS, HUD standards and regulatory requirements, and FWBHA policies and procedures; and supervising accounting staff.
Essential Functions and Basic Duties
1. Assumes responsibility to administer, advise, manage, coordinate, and oversee the financial management programs and activities of the Agency's owned and/or managed properties, non-profit, and LLCs.
- Ensures all accounting activities, day-to-day financial operations, and asset and debt management are in accordance with established legal, regulatory (GAAP, GASP, IRS, HUD), and FWBHA policies and procedures.
- Oversees and prepares entries and adjustments to FWBHA general ledger, financial records, files, and statements.
- Ensures internal and external financial transactions are accurately and timely recorded and reported.
- Maintains accurate fiscal records for annual audits, eliminating any findings or questionable cost.
- Prepares and electronically submits all required periodic, end of year and special reports and supporting documentation while ensuring accuracy and timeliness.
- Assists department/program managers with financial and variance analyses and budget preparation. Analyzes and calculates operating subsidy and revisions. Analyzes Units Months Leased (UML) and HUD-approved exempt vacancies. Prepares annual budgets and revisions. Monitors costs and expenses.
- Reconciles and balances financial statements and accounting records and ledgers. Analyzes revenue and expenditures. Researches and reviews financial activities, compiles findings and recommendations for managerial decision-making.
- Performs capital funds accounting and budgeting. Processes payment vouchers via eLOCCS and reconcile disburse funds and expenditures.
- Invests surplus funds as needed.
- Analyzes financial data submission and management data submission at fiscal year-end prior to electronic submission to HUD.
- Administer employee benefit program-retirement, life insurance, health insurance, worker's compensation, etc.-including annual review and procurement.
2. Assumes responsibility for directing, maintaining, and controlling an accounting system that properly reflects the financial position of FWBHA, and managed properties and for the effective performance of all finance functions.
- Ensures accounting functions and duties are accurately and promptly completed. Ensures accounting errors and discrepancies are researched and resolved.
- Prepares journal entries and balances work in more complicated accounting areas.
- Ensures accuracy of general ledger accounts and associated components for all programs, including Public Housing, Housing Choice Voucher, Capital Fund, Grants, non-HUD programs, non-profit, and LLCs.
- Oversees the preparation of regulatory and governmental reports. Reviews financial information needed to ensure an accurate statement of FWBHA, its managed properties, non-profit, and LLC's financial position to various regulatory agencies.
- Oversees fixed asset portfolios. Prepares depreciation schedules.
- Ensures financial records agree with all approved budgets and comply with financial reporting requirements, audit review, and information technology templates that exist in the software.
- Analyzes and monitors financial and management categories for the purpose of achieving maximum PHAS scoring.
3. Maintains expert knowledge of all financial aspects of Public Housing Authority programs, including the non- profit and LLCs.
- Maintains detailed knowledge and expertise of Public Housing and Housing Choice Voucher programs, bond financing, capital funds, non-HUD programs, non-profit, and LLCs.
- Effectively interprets, communicates, and administers HUD programs, policies, and procedures as they relate to the financial operation of the Agency and its managed properties.
- Researches and reviews federal publications and websites as well as industry publications as they relate to Agency financial requirements.
- Maintains thorough knowledge of developments in the finance and accounting field and of changing governmental and legal requirements.
- Ensures accounting function compliance with regulations and policies that are relevant to other Federal, State, and Local regulatory requirements, and FWBHA policies and procedures.
4. Effectively ensures optimal performance of the Finance Department.
- Provides leadership to finance department personnel through effective objective goal setting, delegation, and communication.
- Trains and directs accounting staff. Provides support and conducts meetings as needed.
- Completes performance appraisals for self and assigned staff on time. Implements and/or adheres to corrective actions or performance improvement plans as needed.
5. Assumes responsibility for establishing and maintaining effective communication, coordination, and working relations with FWBHA personnel and management, auditors, HUD, and other external business and accounting professionals.
- Primary point of contact with banks, investment firms, insurance companies, and auditors.
- Provides highly complex administrative support, interpretation, and training on financial matters, physical needs assessment, Agency 5-Year Plan, and budget preparation to Executive Director, senior management and programs.
- Responds to financial and budget-related questions promptly and courteously.
- Ensures management is appropriately informed of area activities and of any significant problems.
- Completes related reports accurately and timely. Completes special and/or ongoing projects as assigned.
- Attends meetings and training as needed.
6. Assumes responsibility for related duties as required or assigned.
- Monitors departmental policies and procedures and makes recommendations for revisions.
- Attends seminars and professional conferences, as needed and approved.
- Ensures work area is clean, secure, and well maintained.
- Adheres to FWBHA policies and procedures. Complies with Executive Director's expectations of senior management.
- Other duties or tasks as may be assigned by the Executive Director or Deputy Director.
1. Financial and accounting general ledger, statements, records, assessments, reports, uploads, and draws are accurate and completed on time.
2. Maintains "no findings or questionable cost" audits.
3. Maintains a "high performer" financial category PHAS rating for owned and managed agencies.
3. Assets are safeguarded and preserved. Investments are appropriately and timely handled.
4. Good communication, coordination, and effective working relations exist with internal and external customers. Assistance is provided as needed.
5. Department personnel are effective and efficient. Performance and/or self-evaluations are completed on time.
Holds self, and others if applicable, accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for mistakes. Complies with established control systems and rules.
Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals, causes change. Exercises significant discretion and independent judgment in departmental responsibilities. Interprets specific policies, regulations, laws, and theories, and makes recommendations to senior management of action to be taken.
Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.
Expresses information to individuals or groups effectively, taking into account the audience and nature of the information; makes clear and convincing oral presentations; listens to others, attends to nonverbal clues, and responds appropriately. Writes in a clear, concise, organized, and convincing manner for the intended audience
PLANNING AND EVALUATING
Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.
Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations. Anticipates and takes steps to prevent counter-productive confrontations. Manages and resolves conflicts and disagreements in a constructive manner.
Formulates objectives and priorities, and implements plans consistent with the long-term interests of the agency in a local, state, regional, and national environment. Capitalizes on opportunities and manages risks.
(1) Bachelor's degree in finance or business administration, or a related field and five to seven years of progressively responsible HUD Public Housing and Housing Choice Voucher programs and non-profit financial management experience in the development, planning, funding, recording journal entries, bank reconciliation, preparing financial statements; and experience in analyzing transactions, preparing adjustments to journal entries, analyses and audit schedules, of which a minimum of three years must have been in a supervisory capacity or (2) some equivalent combination of education and experience.
- Thorough knowledge of the principals, policies, rules, regulations, and procedures governing
- Public Housing and Housing Choice Voucher including HUD regulations, GAAP and GASB standards, Capital Fund, non-HUD programs, and non-profit instrumentalities, and LLCs.
- Thorough knowledge of HUD's on-line Real Estate Assessment Center (REAC) to include, but not limited to: eLOCCS, FDS, VMS, Two year tool, IMS/PIC, EIV, EPIC, SPEARS.
- Thorough knowledge of Housing Software.
- Excellent knowledge of and use of Microsoft Word, Outlook, and Excel spreadsheets, formulas, and cells.
- Knowledge of the principals of real estate management and development, affiliated non- profits, and related activities LIHTC and RAD is preferred.
- Strong leadership and managerial skills.
- Strong interpersonal skills.
- Excellent written and verbal communication abilities.
- Ability to comprehend and execute complex governmental regulations. Solid planning, organizational, and analytical abilities.
- Demonstrated ability to design, recommend, and implement modifications of accounting methods, procedures, forms, and records.
Physical Activities and Requirements of this Position
FINGER DEXTERITY: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
TALKING: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.
AVERAGE HEARING: Able to hear average or normal conversations and receive ordinary information.
AVERAGE VISUAL ABILITIES: Average, ordinary visual acuity necessary to prepare or inspect documents or products, or operate machinery.
PHYSICAL STRENGTH: Sedentary work; sitting most of the time. Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.)
NONE: No hazardous or significantly unpleasant conditions. (Such as in a typical office.)
Mental Activities and Requirements of this Position
REASONING ABILITY: Highly Complex - Ability to apply logical or scientific thinking to a wide range of intellectual and practical problems. Able to deal with very difficult concepts and complex variables. Ability to analyze data and prepare assessments.
MATHEMATICS ABILITY: Simple Algebra - Ability to compute discount, interest, profit, and loss; commission markup and selling price; and ratio, proportion, and percentage. Able to perform very simple algebra.
LANGUAGE ABILITY: Highly Complex - Ability to read and interpret regulations, abstracts, financial reports, and legal documents.
Ability to prepare documents, budgets, assessments, reports, and recommendations. Ability to prepare and make comprehensive presentations, participate in formal debate, communicate extemporaneously, and communicate professionally before the Board of Commissioners, HUD, auditors, bankers, and other entities.
INTENT AND FUNCTION OF JOB DESCRIPTIONS
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well constructed job descriptions are an integral part of any effective compensation system.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. FWBHA maintains its status as an at-will employer. FWBHA reserves the right to change this job description as needed. Employees can be terminated for any reason not prohibited by law.