CHIEF OF FINANCE AND OPERATIONS

Transcription

1 CHIEF OF FINANCE AND OPERATIONS SECTION 1: EMPLOYER AND POSITION DESCRIPTION The East Multnomah Soil and Water Conservation District (EMSWCD), like the other 44 soil and water conservation districts in Oregon, is a non-regulatory government agency known as a Special District (i.e., a municipal corporation). Located in northwestern Oregon, the EMSWCD serves over 700,000 residents who live, own and/or manage land east of the Willamette River centerline in Multnomah County (see map below). The EMSWCD encompasses an area of approximately 230,000 acres, which includes the city of Portland and portions of three major watersheds the Sandy River, Columbia River, and Willamette River all of which contribute to the Greater Columbia River Basin. In fiscal year , the EMSWCD s annual operating and capital budget, derived primarily from a local property tax, was approximately $14M. Location and Boundaries of the EMSWCD Multnomah County Oregon EMSWCD operational area The mission of the EMSWCD is to help people care for land and water. The EMSWCD accomplishes its mission through four programmatic units: 1) Finance & Operations; 2) Rural Lands; 3) Urban Lands; and 4) Conservation Legacy. The Chief of Finance and Operations (CFO) is a senior level, management position that is responsible for the financial and administrative oversight of the EMSWCD as well as leadership of the Finance and Operations Program. The Finance and Operations Program focuses on the administrative aspects of the EMSWCD s work, including board and committee management, budgeting, contracting, equity, facilities and fleet management, human resources, information technology, marketing and media, and office management. Page 1 of 7

2 SECTION 2: POSITION DETAILS 2.1 Job Title and Class 2.2. Working Job Title Administrative Program Supervisor, A4 Chief of Finance and Operations (CFO) 2.3 Job Status 2.4 Salary Range (as of FY17-18) Averages 40 hrs/wk; flexible schedule $72,265 - $108, Work Location 2.6 Date of Hire EMSWCD office in Portland, Oregon TBD 2.7 Eligible for Overtime Pay No. Overtime offset by time bank. 2.8 Benefits Wellness leave and vacation leave are accrued from the first full month of employment. Medical, dental, vision, disability, and life insurance premiums are paid by the EMSWCD. Family medical/dental/vision insurance is available, but 10% contributions by the employee are required. An employee-based contribution retirement plan is available with the EMSWCD matching up to 6% of the employee s salary. Liability coverage is provided to all employees, subject to the limitations of the Oregon Tort Claims Act, through , and the Oregon Constitution. SECTION 3: MAJOR DUTIES This position serves as the Chief of Finance and Operations (CFO) for a local government agency (a special district) with an annual operating and capital budget of over $14 million for FY This position is responsible for ensuring that the organization is fully compliant with local budget law, Oregon public contracting law, and all other laws and regulations pertaining to public funds, human resources, work place safety, and state contracting law. This position is also responsible for recommending to the EMSWCD Board of Directors and implementing a comprehensive system of fiscal and budgetary controls and reporting functions appropriate to an organization of this size and complexity. In addition to financial oversight and budgeting responsibilities, this position serves as the EMSWCD s contracting officer and oversees board and committee management, budgeting, equity, facilities and fleet management, human resources, information technology, marketing and media, and office management in support of all EMSWCD programs. The work of this position supports the EMSWCD s conservation mission through the development, review and management of contracts and program budgets, and by providing administrative assistance to each of the EMSWCD s programs. This position is supervised by the Executive Director and works closely with the Board Treasurer. This is a supervisory position that includes oversight of 1-6 staff and contractors. 1 Salary range as of July Starting salary based on education, experience, certifications/trainings, and second language proficiencies. Based on individual performance reviews, merit-based salary increases are applied annually, in June/July, of each year. To account for inflation, salary and wage schedules for all EMSWCD positions are adjusted in July of each year in accordance with the Portland-Salem, OR Consumer Price Index all Urban Consumers (CPI-U = 100), measured for the 2nd half of the year preceding the July 1 effective date of the salary and wage schedule. Regardless of the OR CPI-U, a minimum of 1.25% and a maximum of 2.95% annual adjustment shall be made. Page 2 of 7

3 3.1 Finance, Budget and Contracts (40%) Budget development and monitoring o Serve as Budget Officer for EMSWCD, ensure compliance with local budget law. o Work with Executive Director and Board to develop the budget message, calendar, etc. o Work with Executive Director and Program Supervisors to develop draft organizational budget. o Work with the Budget Committee to develop the final organizational budget. o Work with staff and Board Treasurer to monitor and manage the organizational budget throughout the year. o Work with Board Treasurer and Executive Director to develop budget revisions as needed. Annual Audit and Year-end financial reporting o Coordinate with independent firm to conduct the annual EMSWCD Audit. o Provide all schedules and documentation required by Auditor. o Respond to inquiries and recommendations from Auditor. o Recommend improvements to reporting systems, and internal financial controls to Board Treasurer and Executive Director. o Work with Auditor to draft, review and prepare year-end, audited financial statements. Bookkeeping and financial oversight o Work closely with, and oversee, the work of contracted Bookkeepers. o Work with Auditor and Board Treasurer to develop fiscal policies that ensure strong fiscal controls and compliance with appropriate accounting standards. o Ensure that EMSWCD Operations are in compliance with current policy and law. o Monitor revenue and spending patterns. o Develop financial reports for Board and Staff as needed. Asset management o Work with Facilities Manager to plan, budget, schedule and monitor the purchase, repair, maintenance and improvements of EMSWCD properties and facilities. o Manage EMSWCD debt and loan repayment schedule as necessary. o Work with Board Treasurer and Executive Director to manage EMSWCD financial. resources to the greatest public advantage. Contract management o Develop or review as appropriate all contracts, MOUs, IGAs and other agreements EMSWCD enters into. o Manage RFP, RFQ, ITB process for all public contracts. o Keep abreast of pertinent law, regulations and best practices that relate to EMSWCD s public contracting work. 3.2 Office Management, Information Technology, Human Resources, and Equity (10%) Oversee clerk for the Board of Directors including: conducting board meeting preparations; preparing board meeting minutes; ensuring all public meetings are properly noticed in accordance with legal requirements; dissemination of meeting packets and materials; updating website to include meeting notices and materials; recordkeeping; and assisting board members with special tasks. Oversee administrative support to Executive Director, Program Supervisors and Staff. Oversee office operations including: front desk reception; customer service; vendor liaison; office equipment purchase and maintenance; ordering supplies; arranging travel; and assisting with a variety of other tasks. Oversee support for IT issues; serve as local network administrator. Oversee human resources support including: benefits administration; personnel file maintenance and privacy; employee manual and personnel policy manual updates; recruitment and on-boarding process for new employees; researching a variety of human resource and personnel issues. Page 3 of 7

4 Support the identification and implementation of diversity, equity, and inclusion policies, plans, and activities. 3.3 Facilities Management (10%) Oversee facilities support to include: ensuring facilities are safe, orderly and in good repair; supply inventory; vehicle and equipment management; logistical support for various onsite events; coordination with staff regarding infrastructure project needs and budget; recommending improvements to facilities and equipment to improve performance and reduce environmental impact and cost. 3.4 Marketing and Media (10%) Oversee media and technology support including: ad design; creation of marketing, informational and educational materials; social media messaging, management and development; printing; production; maintaining consistent image and voice in all publications and websites; technical resource and support for website; plan and implement marketing strategies for campaigns and events; track and analyze website and campaign analytics; identify, evaluate and recommend advertising and promotional channels, tactics and media opportunities and negotiate rates; write and distribute press releases; train staff on website use and content management. 3.5 Staff Supervision and Leadership (20%) Recruit, train, supervise, lead, evaluate, and discipline 1-6 staff. Establish and lead program staff as a team, creating cohesion, coordination, communication, and collaboration. Establish staff annual work plans and perform staff annual evaluations. Hold 1x1 meetings with staff to provide direction and feedback. Provide daily/weekly oversight, direction, and feedback for staff as necessary. Review and approve staff work products and attend project meetings. Ensure appropriate inter and intra-program coordination and collaboration. Provide other staff support as necessary. 3.6 District Leadership Team (10%) Serve on EMSWCD leadership team; report directly to the Executive Director (ED); collaborate closely with other program supervisors; attend leadership team meetings; prepare for, host, present at, and attend EMSWCD Board and committee meetings; work directly with Board members; contribute to and/or lead District-wide planning efforts; represent and speak on behalf of the District with media and at external meetings and events; contribute to and/or lead as necessary activities for other program managers; as a member of the leadership team, serve as the ED in the ED s absence. Non-discrimination: Deliver and ensure all services are provided without regard to race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital or family status. Perform all job duties in a manner that consistently demonstrates fairness, cooperation, and respect toward co-workers, office visitors, residents, and all others. Performs all duties in a manner that consistently demonstrates fairness, cooperation, and respect toward co-workers, office visitors, and all others in the performance of official business. Demonstrate an awareness of EEO policies and responsibilities. Safety: Perform all job duties in a safe manner with guidance from EMSWCD and NRCS regarding federal, state, and local laws pertinent to job safety. Participate in safety training and staff safety meetings as scheduled. Page 4 of 7

5 SECTION 4: EDUCATION/TRAINING, EXPERIENCE, KNOWLEDGE, SKILLS/ABILITIES Education / Training: Minimum of a Bachelor degree in accounting, finance or related discipline; Master degree in accounting, finance or related discipline preferred. CPA will be considered favorably. At least 40 hours of technical training in the subject areas of position. At least 40 hours of professional-level program/project management training. At least 40 hours of professional-level leadership/supervisory training. Experience: At least 10 years of professional experience. At least five years of directly related professional experience in accounting/finance field. At least five years of professional experience that included program leadership, project management, budget management and staff supervision. Experience with and knowledge of Oregon public contracting rules is desirable. Ability and willingness to learn public contracting rules is required. Experience with and knowledge of Oregon local budget law is desirable. Ability and willingness to learn local budget law is required. Experience and knowledge of equity/diversity issues and their relationship to conservation. Knowledge, Skills and Abilities: This is a position of high public trust. The highest ethical standards must be maintained at all times. Criminal, credit and background checks are required. Employment will be conditioned on further exploration, discussion, and evaluation of the results. Proven knowledge of standard accounting practices. Strong background in government or nonprofit fund accounting. Demonstrated knowledge and experience overseeing and/or implementing organizational operations, office management, facilities management, marketing and media efforts, and information technology. Knowledge of the roles of SWCDs, watershed councils, conservation organizations, natural resource agencies, and community organizations is desired. Skill in clearly presenting supporting facts and data justifying the rationale for specific recommendations and alternatives. Proficiency in English (oral and written) for communicating with EMSWCD Board members and staff, partner staff, and residents; proficiency in one or more other languages desired. Must possess excellent inter-personal, written, oral communication, and public speaking skills. Must possess the full suite of Microsoft-based computer skills; use of Microsoft Office is required; experience with QuickBooks accounting software preferred. Ability to perform administrative, program design, development, and reporting activities. Ability to initiate contact and collaboration with diverse individuals and groups. Ability to work with a wide variety of constituents and project partners. Ability to take a collaborative, problem-solving approach to the work, while also consulting with EMSWCD staff and partner staff to ensure compliance with EMSWCD, state, and local jurisdiction guidelines. Ability to work effectively with a variety of staff, including NRCS, EMSWCD staff and partners. Ability to work with an elected Board of Directors and successfully navigate a political environment. Ability to ensure compliance with EMSWCD policy, state, federal and local requirements. Possession of written and oral communication skills sufficient to navigate and explain program information to applicants, grantees and others, and to write progress reports to the EMSWCD Board and other interested parties. Page 5 of 7

6 SECTION 5: WORK ENVIRONMENT AND CONDITIONS Work Environment: The position involves primarily indoor office work, with occasional travel to EMSWCD owned/managed properties, offices of partner organizations and agencies. If site visits are required, the work may require walking long distances across sloped, uneven terrain, sometimes in inclement weather. The Chief of Finance and Operations will have an assigned desk, telephone, and computer at the EMSWCD office. The EMSWCD office is the primary work station for this position. EMSWCD is a smoke-free and drug-free environment. Attendance at public and other external events is required, which may occur outside normal working hours, including evenings and weekends. Attendance at evening meetings is required. Occasional overnight travel to attend conferences and trainings may be required. Requirements: To perform the duties of this position, the Chief of Finance and Operations must have a reliable means of transportation. This may require the operation of a motor vehicle on both public and private roads during daylight hours and occasionally after dark, including inclement weather. Mileage will be reimbursed. A FlexCar (or similar) vehicle may be available on occasion. The position requires travel throughout the EMSWCD and state. Guidelines: Performance of assigned duties is completed in accordance with established procedures. Procedures that cover the assigned work include EMSWCD annual work plans, EMSWCD policies and procedures, Oregon Department of Agriculture Guidelines for SWCDs, and Oregon public contracting law. Complexity: The Chief of Finance and Operations must work as an integral member of the EMSWCD staff by coordinating and sharing complex information and resources as needed to accomplish the objectives that have been identified. The Chief of Finance and Operations must possess the program leadership, budgeting, and administrative skills necessary to guide the program towards the mutually agreed upon goals of the program and EMSWCD. The Chief of Finance and Operations must possess a background in accounting and/or finance that is sufficient to make appropriate assessments and recommendations. The Chief of Finance and Operations may run into complications, such as conflicting guidelines and policies among federal, state, and local governing bodies, and/or incompatible objectives among various user groups. The Chief of Finance and Operations must be versatile and skillful in responding to new and changing environmental conditions, regulatory requirements, and modification of previously agreedupon plans and conclusions. Contacts: EMSWCD staff and board members Contracted Bookkeeper, Auditor, Attorney and various other contracted service providers Tax Supervising and Conservation Commission Watershed Councils Community nonprofit organizations Special Districts Association of Oregon Academic and conservation partners Local, regional, state and federal government agencies Financial institutions Media reporters, editors Page 6 of 7

7 SECTION 6: SUPERVISION AND PERFORMANCE REVIEW Supervision: The Executive Director of the EMSWCD provides resources to achieve program objectives and acts as the position s supervisor. Policy, program and activity direction is developed through consultation with the EMSWCD Board to meet EMSWCD goals. The Chief of Finance and Operations will work closely with other EMSWCD programs and administrative staff. The Chief of Finance and Operations will work closely with the Executive Director, who will provide direction regarding work objectives and timelines, and will review ongoing and completed work. The Chief of Finance and Operations will work closely with the contracted Bookkeeper and Auditor, as well as financial institution officials and various local/regional/state/federal agencies. The Chief of Finance and Operations will plan and coordinate his/her own work and that of his/her subordinates. Performance Review: The position will include a six-month probationary period. A performance review will be given after six months from date of hire and every June/July thereafter. The review will be conducted by the Executive Director and may include input from staff and Board. In accordance with the EMSWCD Personnel Policies and Procedures Manual, reviews will be conducted with input obtained from others who have been working with the employee. Any future raises will be based on annual performance reviews and program funding. EMSWCD is an at-will employer. SECTION 7: APPLICATION INFORMATION Please read the information below carefully for instructions on how to apply for this position. Failure to follow instructions may disqualify applicants from consideration. Applications will be accepted until this position has been filled. Initial review of the first round of applications received will take place on May 30 th. 1. Applicants must send a cover letter, detailed resume and supplementary information by to: jobs@emswcd.org. 2. All subject lines must include either Chief of Finance and Operations Position or CFO Position. 3. Cover letters must be no more than two pages in length and must describe the applicant s interest in the position and summarize job-related qualifications. 4. Resumes must include: positions held; dates employed; employer names and contact information; duties performed; and relevant training and education. 5. Five professional references with contact information must be provided, including two supervisors, two subordinates, and one peer. The East Multnomah Soil and Water Conservation EMSWCD (EMSWCD) prohibits discrimination in all of its programs and activities on the basis of race, color, national origin, age, disability, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisals, or because all or part of an individual s income is derived from any public assistance program. EMSWCD is an equal opportunity provider and employer. Persons with disabilities who require alternative means for communication or program information (Braille, large print, audiotape, etc.) should contact the EMSWCD Office at 503/ Page 7 of 7