Finance Director

Job DescriptionJob Description:

POSITION OVERVIEW The Finance Director monitors, directs and implements the financial activities of the Housing Authority. Work involves ensuring maximum utilization of program funds using effective budgetary controls and financial analysis. Performs a variety of administrative and supervisory tasks involving maintaining financial records and preparing reports for internal use; reviewing and approving general ledger entries; managing the investment of agency funds; preparing and analyzing the Housing Authority’s affordable housing, operating budgets, Housing Choice Voucher Program, and various miscellaneous programs. Reports directly to the Chief Operations Officer (COO) on all strategic and tactical matters as they relate to budget management, cost benefit analysis, forecasting needs and the securing of new funding. Observes confidentiality of all Housing Authority matters. Employee must also exercise tact and courtesy in contacts with federal and local officials, auditors and departmental personnel. Work assignments are received in the form of broad objectives and performance expectations with minimal direction in day-to-day operations. This position supervises finance/accounting staff and administrative employees. This is an exempt position under FLSA. DUTIES AND RESPONSIBILITIES The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties. 1. Assist in performing all tasks necessary to achieve the organization's mission and help execute staff succession and growth plans. 2. Work with the COO and other management staff to develop the annual operating budget. Work with the COO to ensure programmatic success through cost analysis support, and compliance with all contractual and programmatic requirements. This includes: 1) interpreting legislative and programmatic rules and regulations to ensure compliance with all federal, state, local and contractual guidelines, 2) ensuring that all government regulations and requirements are disseminated to appropriate personnel, and 3) monitoring compliance. 3. Responsible for professional relations with all staff, residents, other organizations and the community at large. 4. Supervises all financial activities; maintains an efficient management control and reporting system to reflect total performance cost; and maintains various financial records and prepares periodic reports for internal use by the board and to ensure compliance with HUD requirements. 5. Oversees payroll system including related withholding and tax payments. Ensures the proper charge of pay and benefits to the appropriate budget and account. Ensures that all pay period, quarterly, and annual reporting is completed including applicable and related income tax reporting paperwork. 6. Analyzes operating budgets to ensure compliance and to maintain effective fiscal control for all Housing Authority programs; oversees budget amendments as necessary; makes appropriate ledger adjustments and estimates available funds; and interprets, implements and monitors accounting systems to ensure compliance with federal regulations. 7. Manage and responsible for financial aspects of the Authority’s development activities, including but not limited to attending development meetings, review closing documents, responsible for tracking development sources and uses, responsible for securing applicable insurance, assist with 10% test for LIHTC deals, responsible for coordinating, providing documentation and reviewing cost certification and breakeven certification, responsible for providing monthly financial reports to applicable investors, responsible for ensuring annual audits and tax returns are completed including coordinating with auditor, provided necessary documentation and reviewing for accuracy. 8. Establish and oversee/perform internal audits with regards to the financial impact of sources and uses in income for all programs administered by the Housing Authority. Areas of review include, but not limited to, are contract/vendor payments, tenant accounts receivable, Housing Choice Voucher payments and development activities. 9. Ensures the overall Housing Authority budgets reflect sound fiscal management and that all costs are allocated according to Federal fiscal policies. 10. Ensure adequate controls are installed and that substantiating documentation is approved and available such that all purchases may pass independent and governmental audits. 11. Reviews Federal Regulations regularly to ensure the Housing Authority’s compliance and advises the COO and CEO of any necessary changes to policies and procedures to conform to regulations. 12. Establish and supervise the maintaining of required computerized accounting systems (A/P, TAR, Payroll, General Ledger, etc.) for all Housing Authority programs, and affiliated non-profit businesses. 13. Ensures that the cash position, cash needs and anticipated receipts from all sources are known at all times and that sound fiscal judgment is exercised in utilizing these funds. 14. Ensure an accurate monthly and yearly financial close, with any necessary review, accruals, and analysis 15. Prepares year-end reports; prepares annual Financial Data Schedule submission to HUD, review reports and makes recommendations as appropriate. 16. Supervises staff processing entries posted to general ledger entry to ensure completion and accuracy of information. 17. Authorizes the investment of idle funds; ensures an adequate return on investments while maintaining funds' safety and liquidity; and prepares periodic reports on agency investments and securities for presentation to the COO, CEO and Board. 18. Requisitions all funds and proceeds from all sources after full analysis of the cash needs and requirements for the requisition period. 19. Oversee all required financial reports for all Housing Authority programs and affiliated nonprofit businesses. 20. Periodically evaluates overall financial progress of all Housing Authority affiliated nonprofit businesses; makes recommendations to the COO and CEO regarding any improvements that are necessitated to meet the Housing Authority’s goals and objectives. 21. Serve as liaison between the Housing Authority and the external auditor. Produces and provides documentation as required during the annual audit(s). Prepares any action plans as required in response to audit findings/comments. 22. Prepares or arranges for the timely preparation of the tax reporting for related entities and non-profits to meet compliance requirements, including tax exempt status. 23. Oversees timely renewal of all insurance coverage including property, casualty, liability, health and fringe benefits. Ensures the proper charging of premiums to the appropriate budget and account. 24. Oversee the inventory of all fixed assets, including assets purchased with government funds (computers, etc.) assuring all are in accordance with federal regulations. 25. Supervises, trains, assigns and assists Finance Department staff; ensures that departmental personnel are in compliance with the Housing Authority policies and procedures, and US GAAP/GASB. 26. Meets with and reports regularly to the COO on assigned responsibilities. 27. Attends monthly meetings of the Housing Authority Board of Commissioners to report financial status to the Board. 28. Attends work with regularity and punctually. Recognizes that attendance is an essential duty and responsibility of this position. The above duties are intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities or requirements ADDITIONAL MANAGEMENT RESPONSIBILITIES: This position is responsible for certain management duties that pertain to the operation or improvement of all agency programs and properties, including, but are not limited to, the following:Manages and directs all assigned staff to ensure the effective operation of the Central Office Cost Center.Coordinates and reviews the performance of all assigned staff using required Personnel forms on time.Coordinates reporting under the Section Eight Management Assessment Program and the Financial Data System.Prepares periodic reporting to funding agencies as required by the fund or program. Ensures that requests for funding are prepared and submitted as required.Provides support during property improvementsProvides periodic reporting and update to the governing boards (including the agency Board of Commissioners) regarding financial performance. Determines independently and recommends changes in policy or procedure as needed to improve overall operational performance, especially financial performance.Additional management duties may be assigned, as needed, to ensure the maximum performance of the program. BEHAVIORAL COMPETENCIES: This position requires the incumbent to exhibit the following behavioral skills:Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with sensitive topics and/or irate customers.Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; Manages difficult or sensitive customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance.Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.Teamwork: Balances team and individual responsibilities; Contributes to building a positive team spirit; Puts success of team above own interests.Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 1. Thorough knowledge of the structure, operations, policies, and procedures of a Public Housing Agency. 2. Thorough knowledge of the vision, mission, and purposes of the Authority as established by the Board of Commissioners and the Executive Director. 3. Thorough knowledge of Generally Accepted Accounting Principles, directives from the Government Accounting Standards Board, HUD accounting requirements, and specific grant accounting requirements (including requirements for obligations and expenditures). 4. Thorough knowledge of the accounting and reporting requirements of various programs including the Low-Income Housing Tax Credit Program, Section 8 Project-Based Rental Assistance Program, and other similar programs that may be utilized by the Authority. 5. Knowledge of the Authority’s programs, budgets, income sources, and reserve accounts. 6. Ability to plan, to organize, and to develop a variety of operational and management systems related to the position. 7. Ability to orient and train other workers and to explain regulations, policies, procedures, or processes. 8. Ability to develop and understand budgets for each program and understand and maintain the internal charge system for project-based accounting. 9. Ability to read and interpret financial statements and audit documents. 10. Ability to present ideas and information in a clear and concise manner, both orally and in writing. 11. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, professionals, residents, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds. 12. Ability to utilize HUD computer systems, including but not limited to: PIC, REAC, EIV, and VMS. 13. Ability to use computer software such as Word, Excel, Outlook, etc. and should be capable of using internet resources for research and developing and writing advanced reports. Ability to learn other computer software programs is necessary as the position must interface with the agency’s software system for financial and program data. PERFORMANCE STANDARDS: Performance standards are provided to help facilitate the periodic evaluation of the degree to which the employee meets the requirements of the job. The standards below represent examples and are in no way all-inclusive. The Authority reserves the right to add or change performance standards through a modification of the position description, a supplemental performance evaluation tool, or written or verbal communication between the employee and their supervisor or the PHA Executive Director. Achieving the performance standards in no way guarantees a change in compensation and does not supersede or affect the at-will relationship between the employer and employee. Examples of performance standards for this position include, but are not limited to, the following: 1. Ensures the preparation of and maintains budgets for each program and ensures the agency’s budget performance. 2. Ensures the proper accounting and reporting of all income and expenditures. 3. Maintains contracts and related documentation in accordance with regulations and handbooks. 4. Maintains auditable records and books of account to support audits of DHA activities without findings. 5. Completes DHA annual audit by July 30 each year. EDUCATION AND EXPERIENCE:Bachelor’s Degree from an accredited college or university with major course work in accounting or business administration with accounting emphasis.A minimum of five (5) years of responsible experience in the field of accounting.At least three (3) years of supervisory experience directing a Finance Department or at a senior level with supervisory responsibility for a division/area of a Finance Department.Significant knowledge of HUD’s Housing Programs is also highly desirable.An equivalent combination of education and experience to meet the required knowledge, skills, and abilities. PHYSICAL REQUIREMENTS: This position is required to work in an office setting that is generally accessible to the mobility and sensory impaired. The incumbentCompany DescriptionThe Decatur Housing Authority was established in 1938 with its primary focus being on building housing for low income households. Over the years, the Housing Authority has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. Create affordable housing in the City of Decatur, while promoting vibrant and healthy communities.

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