Financial Operations Supervisor

The Financial Operations Supervisor, under the general direction of the Deputy Director of Finance & Administration, leads and directly supervises the daily operations of the city's centralized purchasing functions, accounts payable, accounts receivable, and mail services.

Considered a working supervisor, the Financial Operations Supervisor ensures that tasks within the operations division are completed accurately and timely, according to established standards. This position oversees the development and implementation of policies, procedures, and goals, and is responsible for supervising staff, evaluating, assigning tasks, and balancing workloads.

Distinguishing Characteristics:The Financial Operations Supervisor is well-versed in the functional areas overseen and provides technical support to staff. This position oversees multiple functions within financial operations, but differs from the Financial Operations Manager position, which manages the division, prepares recommended division budget, and determines resources needed to accomplish program goals. The incumbent operates with considerable autonomy and independent judgment.

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:

• Supervises the day-to-day activities of financial operations staff assigned to purchasing, accounts payable, accounts receivable and mail services.
• Supervises subordinate personnel, including motivating, training, and delegating assignments; monitoring performance; conducting performance evaluations; taking disciplinary/corrective action; recommending salary increases and promotions; and recommending hirings and terminations.
• Monitors and interprets changes in applicable laws, regulations, and technology that may affect departmental operations. Develops, analyzes, and implements policy and procedural changes after approval; monitors for compliance.
• Evaluates various financial operations functions to improve customer service, productivity, and efficiency, and assists with work-related issues that cannot be addressed by staff; performs research as needed.
• Oversees the purchasing function including the citywide procurement of goods and services, the issuance of purchase orders and contracts, the preparation of bids, cooperative purchase agreements with other public agencies, the surplus program, and the purchasing card program.
• Assists with the development and execution of various types of interlocal cooperative agreements including mutual aid agreements.
• Supervises the operations of accounts receivable and accounts payable and serves as backup to staff as needed. Manages vendor and customer relations, setups, inquiries, and approvals related to quotes, wage rates, taxes, and billing. Ensures accurate record-keeping and efficient processing of payments, invoices, refunds, and customer billing for various taxes and fees.
• Collaborates with internal customers, managers, and directors to provide strategic procurement, contracting, and program support to fulfill adopted strategic priorities.
• Ensures that all city expenditures adhere to purchasing policy, procedures and applicable procurement law. Ensure accountability, compliance, and consistent interpretation and application with all current and applicable state and federal laws, agency policies and procedures, rules, and regulations.
• Serves as the primary contact on procurement issues for federal and state auditors on annual audits. Responds to questions regarding procurement policies, compliance with laws and regulations, internal controls, variances, exceptions, and procurement methods and procedures.
• Solves complex technical and managerial…