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Human Resources
FLSA Designation: Non-Exempt
May, 2005

FINANCE/SPECIAL PROJECTS COORDINATOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under direction of a Management Analyst or other supervisory/management staff, participates in complex and difficult technical, programmatic, administrative, advanced clerical, and routine staff duties requiring the application of specific program knowledge and administrative and clerical skills in support of assigned Finance and Information Systems Department functions and services; performs a variety of responsible and complex para-professional and technical financial related duties involved in performing complex financial record keeping and reporting duties in support of assigned system, function, or program area; prepares, processes, maintains, and verifies budgetary, financial/accounting, and statistical documents and records; prepares various reports and statements; administers and participates in special projects and studies; and performs other duties related to the most difficult administrative, financial, and clerical functions of the assigned department.

IDENTIFYING CHARACTERISTICS
The Finance/Special Projects Coordinator is a single position class responsible for coordinating and participating in a wide variety of Finance and Information Systems Department projects and activities with a primary focus in Capital Improvement Program (CIP) activities, defining and documenting finance/information systems processes and procedures, and special projects. Employees in this class perform difficult and responsible types of duties assigned to classes within this series and exercise considerable judgment in decision-making regarding day-to-day operations. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility, to have knowledge of City policies and procedures, good problem solving and organizational skills, and have the ability to exercise sound judgment within established guidelines.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Performs a full range of technical, programmatic, administrative, advanced clerical, and routine staff duties requiring the application of specific program knowledge and administrative and clerical skills in support of assigned Finance and Information Systems Department programs, services, functions, special projects, and studies including in the areas of capital improvement program activities.
  2. Conducts a variety of studies and research for assigned area; collects, compiles, and reviews information from various sources on a variety of specialized topics related to program area of assignment; participates in the preparation of reports that present data, identify alternatives, and make and justify recommendations.
  3. Performs a variety of special projects and assignments in assigned area including project processing functions and implementation and coordination of assigned program components and projects; assumes responsibility for the administration of assigned programs; assists with the development of policies and procedures; obtains resources; implements programs and monitor activities.
  4. Performs a range of technical and complex clerical financial and accounting duties in support of the Capital Improvement Program for the Finance and Information Systems Department; reviews purchase orders and invoices; prepares purchase order manifests; generates management/status reports; processes project time billing; reviews City Council staff reports and modifies CIP budgets as directed by staff reports; analyzes and tracks developer agreements as required.
  5. Assumes responsibility for defining and documenting Finance and Information Systems Department processes and procedures; evaluates existing workflow, processes, and procedures to ensure they are current and meet any documented requirements; participates in the preparation of recommendations for changes; ensures documentation is current for audit purposes.
  6. Coordinates the records management program for the Finance and Information Systems Department; assumes responsibility for defining and implementing requirements for a “paperless” office environment for the Department; evaluates and modifies guidelines as necessary; coordinates the maintenance, protection, retention, and disposition of records in accordance with legal and operational requirements; establishes methods and procedures for retrieval of records and stored information.
  7. Assists in gathering and developing a variety of budget related material including for CIP budget and operating budget as well as for the Comprehensive Annual Financial Report (CAFR) and Cost Allocation Plan (CAP); participates in document design, content preparation, analysis, and budget reviews; documents budget processes and defines budget project calendars for use during budget preparation.
  8. Ensures City Council staff reports are in compliance with CIP budget, purchasing policy, and developer agreements prior to action by the City Council; reviews all City Council staff reports for CIP budget items, purchasing policy items, and developer reimbursement agreements; adjusts CIP budgets as required per City Council approved resolutions; analyzes and track developer reimbursement agreements as required per staff reports.
  9. Establishes, prepares, maintains, and/or verifies a variety of complex financial, accounting, and statistical records, ledgers, logs, and files including computerized record keeping and database systems; gathers, assembles, tabulates, enters, checks, verifies, balances, adjusts, records, and files financial data; codes data according to prescribed accounting procedures; reviews information to ensure accurate reporting; resolves discrepancies; establishes and maintains various complex files and records.
  10. Generates and prepares a variety of complex financial, accounting, and statistical statements, analyses, documents, and reports required for management reporting by utilizing both manual and computerized spreadsheet applications; assists other staff and departmental management in the preparation of reports and presentations to City management and the City Council; researches and gathers information from a variety of sources for the completion of forms or preparation of reports.
  11. Prepares and proofreads a wide variety of reports, letters, memoranda, correspondence, agreements, agenda items, statistical charts, and other documents and material; types from rough draft, verbal instruction, or transcribing machine; independently composes documents related to assigned area of responsibility.
  12. Operates a variety of office equipment including copiers, facsimile machine, and computer; utilizes various computer applications and software packages; maintains and generates reports from a database or network system; inputs, maintains, and utilizes data to develop reports using spreadsheet software; may create, format, and revise charts, graphs, flowcharts, worksheets, booklets, and forms using word processing, desktop publishing, and other computer applications.
  13. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Operational characteristics, services, and activities of assigned functions, programs, and operational area. Responsible and complex technical finance and accounting principles and practices used in financial record keeping, bookkeeping, and governmental and fund accounting. Technical knowledge of business/industry principles and practices related to the area of responsibility. Methods and techniques used in the performance of duties and responsibilities specific to the area of assignment. Methods and techniques of coding, verifying, balancing, and reconciling accounting records. Basic principles and practices of auditing. Mathematical principles. Principles and practices used in establishing and maintaining complex files and information retrieval systems. Records retention principles, procedures, and legal standards. Records management standards and procedures for filing, indexing, cross-referencing, cataloging, and retrieving records. Retention technology and implementation practices. Advanced technical principles and practices of fiscal, statistical, and administrative research, record keeping and reporting. Principles of business letter writing. English usage, spelling, grammar, and punctuation. Customer service and public relations methods and techniques. Modern office procedures, methods, and equipment including computers. Computer applications such as word processing, spreadsheet, and database applications as well as financial and statistical software. Automated accounting systems. Pertinent federal, state, and local laws, codes, and regulations.

Ability to:
Perform a full range of technical, administrative, programmatic, and advanced clerical work of a general or specialized nature involving the use of independent judgment and personal initiative. Apply technical principles and practices specific to area of assignment. Perform a variety of accounting, fiscal, and statistical record keeping duties including to prepare, maintain, and reconcile a variety of complex records and files. Participate in the preparation of a variety of administrative and financial reports. Review financial records, reports, and related documents, identify discrepancies, and resolve problems related to assigned area of responsibility. Identify, research, compile, and interpret a variety of relevant information from a variety of sources. Read and interpret complex written materials. Analyze and evaluate data, procedures, interrelated processes, and other information. Analyze complex technical administrative problems, evaluate alternative solutions, and adopt an effective course of action. Perform mathematical calculations quickly and accurately including to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals. Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities. Understand and apply pertinent laws, codes, and regulations as well as organization and unit rules, policies, and procedures with good judgment. Demonstrate a full understanding of applicable policies, procedures, and work methods associated with assigned duties. Develop and implement goals, objectives, policies, procedures, work standards, and internal controls. Independently prepare correspondence and memoranda. Exercise initiative and sound judgment in solving difficult and complex administrative and technical problems within established procedural guidelines. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Plan and organize work to meet changing priorities and deadlines. Work independently in the absence of supervision. Exercise good judgment in maintaining information, records, and reports. Deal successfully with the public, in person and over the telephone; respond tactfully, clearly, concisely, and courteously to issues, concerns, and needs. Work cooperatively with other departments, City staff and officials, and outside agencies. Operate and use modern office equipment including a computer and various software packages. Use applicable office terminology, forms, documents, and procedures in the course of the work. Type and enter data at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade supplemented by college level course work in finance, accounting, business administration, or a related field.

Experience:
Four years of responsible programmatic, technical, and administrative support experience related to a finance or accounting support services area.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446