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Financial Operations Supervisor

2 months ago

Milwaukee, Wisconsin, United States City of Milwaukee Full time

Overview

The City of Milwaukee is dedicated to fostering a diverse workforce that is focused on delivering outstanding service to its residents. If you are enthusiastic about contributing to an inclusive team of public service professionals, we invite you to explore this opportunity.

Objective

The Financial Operations Supervisor is responsible for overseeing the fiscal management and budgeting of the City of Milwaukee's Department of Employee Relations (DER), which includes managing significant accounts such as the $12M worker's compensation and over $100M in healthcare special purpose funds. Key responsibilities encompass budget oversight, procurement management, inventory regulation, and contract administration; coordination of flexible spending and health reimbursement accounts; maintenance of health and wellness program databases; supervision of the Business Operations Specialist and related payroll activities; and management of the City’s tuition assistance program.

Core Responsibilities

Fiscal Management and Budgeting

· Conduct continuous monitoring and management of financial accounts related to the DER budget.

· Prepare, coordinate, and evaluate documentation associated with DER's operational budget, special purpose accounts, revenues, and capital budget, including all Financial Management Information System (FMIS) accounts payable and receivable entries.

· Track expenditures and forecasts while overseeing departmental salaries, operational costs, equipment budgets, and special funds.

· Manage special purpose accounts, reimbursable accounts, and trust funds linked to the administration and processing of benefits related to healthcare, wellness, dental, worker's compensation, unemployment compensation, flexible spending, employee training, alternative transportation, and long-term disability.

· Supervise and manage the input of statistical and financial data related to special purpose accounts (SPAs), including the $12M worker's compensation and $100M+ healthcare accounts, into relevant spreadsheets and systems; provide recommendations on data collection, tracking, and analysis based on program design changes and data availability.

· Conduct audits of tracking spreadsheets to ensure alignment with FMIS.

· Assist in preparing council files when fund transfers or other actions are necessary for departmental accounts.

· Compile budget documentation and data for the Office of the Comptroller for annual fringe benefit calculations, other post-employment benefits (OPEB), and long-term liability reporting; manage billing for healthcare, wellness, and worker's compensation accounts for various agencies.

· Oversee the billing process for departments utilizing the Auxiliary Resource Program, ensuring that annual usage is monitored and does not exceed funding limits, while appropriately budgeting the Reimbursable Account to accommodate variable utilization.

Benefits Management

· Assist in planning and updating open enrollment initiatives and addressing inquiries related to health, wellness, and dental programs, including processing Open Enrollment modifications.

· Support the review and testing of event maintenance with Human Resource Management System (HRMS) benefit tables to ensure accurate annual benefit updates.

· Execute ongoing administrative tasks and HRMS entries (for the City of Milwaukee and its agencies) related to the Flexible Spending Account, including enrollment modifications and coordination of biweekly eligibility files.

· Provide assistance to employees regarding the Flexible Spending Account (FSA) and Health Reimbursement Account (HRA) to ensure compliance with IRS Regulations and Guidelines.

· Offer guidance to benefits personnel managing the Long-Term Disability (LTD) and Alternative Transportation Programs (Commuter Value Pass, or CVP); serve as a backup for these programs, including the annual LTD census.

· Organize and maintain the annual database for wellness communications, participation, and completion, including data analysis and manipulation.

Health, Wellness, and Worker’s Compensation Program Management

· Conduct data analysis and calculations to submit the annual Health Assessment Fee (HAFEE) file to the Office of the Comptroller for payroll deductions.

· Identify, investigate, and resolve employee inquiries regarding HAFEE charges.

· Provide monthly data files to the FSA/HRA vendor for the Healthy Rewards program and the tiered HRA reward system.

· Perform statistical data calculations and analyses for both the Health Appraisal and Healthy Rewards Programs.

· Assist with the annual update and tracking of statistical data for the City’s Occupational Safety and Health Administration (OSHA) log.

· Act as the primary contact for the Department of Public Works (DPW) as well as security, cleaning, and other vendors involved in building maintenance and safety.

Procurement and Contract Management

· Oversee the departmental Procurement Card Program (Procard) users and review and authorize departmental purchases of materials, services, and equipment.

· Maintain and monitor departmental contract information to ensure timely renewals or new requisitions with requests for proposals (RFPs).

· Provide input during contract renewals to ensure all contracts contain appropriate financial details.

Leadership and Oversight

· Supervise the Business Operations Specialist, providing training and guidance on continuous improvement initiatives, processes, and procedures; document and establish standard operating procedures for all essential job functions.

· Oversee payroll functions and the administration of the City’s tuition assistance program.

· Serve as the resource person for FMIS financials and manage security protocols for the program.

· Assist in managing office space and coordinating staff relocations and departmental remodeling projects.

· Support departmental managers in arranging for new employees, including office space, computer access and passwords, telephones, photo and security IDs, and office keys.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

Employment Conditions

· The Financial Operations Supervisor must be willing and able to adjust their work schedule and work beyond standard business hours on occasion to meet departmental needs.

Minimum Qualifications

1. Bachelor’s degree in public administration, business administration, accounting, or a closely related field from an accredited institution.

2. Four years of progressively responsible experience in accounting, budgeting, and/or financial management.

Equivalent combinations of education and experience may be considered.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates' education as part of the background screening process prior to extending any job offers.

Preferred Qualifications

· Experience in governmental budgeting.

· Proficiency in using Oracle's PeopleSoft financial systems.

· Familiarity with Workday enterprise financial systems.

Knowledge, Skills, Abilities & Other Characteristics

Technical

· Knowledge of governmental accounting, budgeting, and fiscal policy.

· Ability to understand the City's budget process and procedures related to budget preparation and administration.

· Familiarity with procurement and inventory management processes.

· Understanding of project management principles.

· Knowledge of continuous improvement methodologies.

· Proficiency in using intermediate to advanced functions of database, spreadsheet, and word processing applications to create documents, maintain databases, and prepare reports.

· Proficiency in using enterprise software such as Oracle's PeopleSoft for financial management.

· Ability to learn enterprise software for project and procurement management.

· Ability to quickly learn and become proficient in new software applications.

· Strong mathematical and statistical skills; ability to perform accurate calculations for budgeting and accounting functions.

· Ability to read and interpret job-related documents.

Supervisory

· Ability to assign tasks, establish clear performance standards, provide guidance, and monitor progress.

· Ability to effectively train staff on new processes or technologies.

· Ability to create an inclusive environment where all employees are treated with respect, valued for their strengths, and feel safe expressing themselves.

Communication and Interpersonal

· Strong customer service orientation and skills.

· Verbal communication skills to articulate thoughts clearly and concisely.

· Written communication skills to compose clear correspondence, reports, and policies.

· Ability to build and maintain positive working relationships with other managers, staff, vendors, representatives of other agencies, and the public.

· Ability to work cooperatively and fairly with individuals from diverse backgrounds.

Critical Thinking, Planning, and Professionalism

· Ability to take initiative and work independently.

· Strong planning, organizational, and time management skills to prioritize responsibilities and meet deadlines.

· Analytical and problem-solving abilities.

· Sound decision-making skills and judgment.

· Attention to detail and accuracy.

· Ability to adapt to changes in the work environment and maintain composure under pressure.

· Ability to safeguard highly sensitive confidential information.

· Commitment to honesty, integrity, and adherence to the highest ethical standards for governmental finance officers.

Current Salary

The current salary range (Pay Range 1IX) is $98,272-$112,137 annually, with a resident incentive salary for City of Milwaukee residents of $101,220-$115,501 annually. Appointment above the minimum is possible based on experience and qualifications, subject to approval.

The City of Milwaukee offers a comprehensive benefits package that includes:

· Wisconsin Retirement System (WRS) Defined Benefit Pension Plan

· 457 Deferred Compensation Plan

· Health and Dental Insurance

· Paid Parental Leave

· Comprehensive Wellness Program

· Onsite Clinic Services

· Onsite Employee Assistance Program

· Alternative Work Schedules

· Long Term Disability Insurance

· Group Life Insurance

· Tuition Benefits

· Paid Vacation

· 12 Paid Holidays

· Paid Sick Leave and other paid leaves

· Flexible Spending Arrangement

· Commuter Value Pass