Deputy Director of Business Services

Under the general direction of the Director of Business Services, the Deputy Director of Business Services assists the Director of Business Services in managing and overseeing all fiscal functions of the Santa Clara County Fire Department related to accounting, financing, budgeting and purchasing, including the administration of employee benefits, self-funded health insurance, workers' compensation, and unemployment insurance plans. This position is responsible for managing the daily operations of Business Services and requires the capacity and expertise to research, analyze, investigate, audit, and report on technical matters within the Business Services Office, while also supporting the Director of Business Services on advanced projects.

The incumbent exercises independent judgement and professional discretion, manages and directs employees and assumes full command of Business Services in the absence of the Director of Business Services.

This classification is a Fair Labor Standards Act exempt, non-represented position in the Classified Service.

The classification of the Deputy Director of Business Services is distinguished from the lower classification of Financial Analyst/Accountant in that the latter is responsible for less complex professional accounting duties and performs less complicated assignments with less independence. The Deputy Director of Business Services is expected to handle the most complex analysis and accounting work and oversee/supervise and/or lead and direct the work of the Business Services Office.

The Deputy Director of Business Services differs from the Director of Business Services in that the latter is responsible for the overall performance of the Business Services division and strategy development.

Assignments at this level require considerable judgment and discretion, and a complete understanding of appropriate management principles and techniques. Recommendations and commitments made at this level have considerable weight, and personal contacts involve negotiating, advising, and gaining acceptance of one's own ideas by others.

General duties may include, but are not limited to the following:

• Assist the Director of Business Services with administration and supervision of the Business Services Office.
• Perform moderate to complex tasks in governmental accounting and budgeting, statistical and financial analysis, and financial reporting.
• Prepare financial statements and other external financial reports and supporting documentation in conformance with state and federal reporting requirements.
• Prepare journal entries and budget transfer entries.
• Review records of payroll, accounts receivable, accounts payable, expenditures, and income; confirm expenditures are made in accordance to contractual requirements and procedures.
• Prepare and enter correcting and adjusting journal entries to update the general ledger and other financial reports.
• Review the operating budget and expenditures on a periodic basis and provide thorough analysis of trends/fluctuations and prepare budget adjustments as needed.
• Reconcile various asset and liability accounts.
• Perform special accounting procedures required by special districts, agencies, and grants.
• Work with divisions to define, prepare, and provide information for management purposes.
• Assist in the preparation, publication and distribution of the annual financial statements and the comprehensive annual financial report.
• Review and analyze financial records for accuracy and completeness; prepare corrections as necessary.
• Participate in the annual financial audit by external auditors or in any other periodic operational audits; maintain and document pertinent information that supports financial operations and reports.
• Participate in the preparation and monitoring of grants cost recovery claims and reimbursement programs.
• Review the accounting and reconciliation of fixed assets and construction in progress.
• Prepare and file reports required under the Affordable Care Act.
• Coordinate activities such as development of procedures and fiscal year-end closing.
• Serve as consultant by responding to inquiries concerning accounting methods and procedures.
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