Fiscal Manager - City of Newton

Job Description

Primary purpose:

Under the direct supervision of the Director of Planning & Development and the Director of Housing & Community Development, the  Fiscal Manager is responsible for the oversight of the Planning & Development departmental budget, including monitoring and tracking current budget items, analyzing costs, projecting future costs, developing clear budget reports, and the administration of the budget, which includes approximately $3.6 million in Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME) and Emergency Solutions Grant (ESG) funds from the U.S. Department of Housing & Urban Development (HUD). This position will play a central role in budget development, providing reports, and calculating present and future costs for all expenditures. This position is responsible for maintaining departmental accounting systems (Munis, IDIS, etc.) for several intradepartmental City and federally funded budgets, including accounts receivable/payable, invoices and purchase orders. This position will also serve as back-up for weekly payroll submission.

Supervision:

Supervision Scope: The position will provide general and specific direction and oversight of the Grant Compliance and Accounting Coordinator in conjunction with the Director of Housing and Community Development

Supervision Received: Regular supervision provided by the Director of Planning & Development and the Director of Housing & Community Development

Supervision Given: n/a

Essential Functions:

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

The Fiscal Manager is responsible for oversight of the following:

Budget Preparations, Tracking, and Accounts Receivable / Payable  

• Preparation of annual departmental budget 
• Tracking of current budget items
• Analysis of costs and projection of future costs
• Development of budget reports
• Daily administration of the departmental budget, including approximately $3.6 million in Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME) and Emergency Solutions Grant (ESG) funds from the U.S. Department of Housing & Urban Development (HUD).
• Responsible for all accounts receivable and payment, invoices and purchase orders 
• Monthly, quarterly and annual reconciliation of accounts and the general ledger, maintaining general ledger files, reconciling the general ledger with the Comptroller’s and Treasurer’s records, reconciling accounts receivable with bank generated loan servicing reports, reconciling loan collection accounts and other NCDA bank accounts, preparing trial balances, producing monthly and quarterly reports for management, and preparing annual financial statements for inclusion in the City’s financial statements

Newton Community Development Authority (NCDA)

• The Fiscal Manager is responsible for maintaining the Newton Community Development Authority (NCDA) accounts, as well as overseeing the receipt and distribution of program income
• Work closely with the Grant Compliance & Accounting Coordinator and Comptroller’s Office to ensure that loans are properly recorded and updated in a timely manner

U.S. Department of Housing & Urban Development (HUD) Grant Programs

• Ongoing review of federal grant accounting requirements across all HUD programs
• Preparation of the regular financial drawdowns in HUD’s financial accounting system and the quarterly Federal Cash Transaction Report for submission to HUD
• Preparation of weekly payroll reports for reimbursement by HUD
• Monthly processing of Tenant Based Rental Assistance Payments (TBRA) for households throughout the 13-community WestMetro HOME Consortium, of which Newton is the lead entity

Secondary Elements

• This position is responsible for providing back-up support to the Administrative Assistant with regard to the preparation and processing of the Planning and Development Department’s weekly payroll
• Attend and participate in Department and other meetings as needed.
• Stay abreast of relevant HUD regulations and housing and community development field through conferences and trainings
• Bring transparency, consistency, and accuracy to the financial practices of the programs
• Assist the auditors during the annual program audit.
• This position is required to maintain a high degree of confidentially due to the sensitivity of information contained in employee payroll records, Certified Payroll Reports, low- and moderate-income client information, and information on the location of facilities that assist victims of domestic violence
• Perform other duties as required or directed 

Minimum Entrance Qualifications:

(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions.)

Education, Training and Experience: 

• An undergraduate degree or certificate in accounting or related field is preferred
• At least 3 years’ experience in accounting and data entry
• Experience with Generally Accepted Accounting Principles (GAAP), Grant Based Accounting, HUD’s Integrated Disbursement and Information System (IDIS) and MUNIS or a comparable financial accounting software is highly preferred

Knowledge, Ability and Skill:   

Knowledge: 

• Strong experience with Microsoft Excel and Access

Skill:

• Strong financial / accounting skills
• Good interpersonal skills
• Able to communicate well orally and in writing 

A strong commitment to public service is required. 

Physical requirements/work environment

(The physical demands described here represent those requirements 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 functions.)

• Position is required to work from City Hall office four days per week. Remaining hours may be conducted from home.
• Work is performed under typical office conditions; the noise level is quiet to moderate at most times. Essential functions are regularly performed without exposure to adverse environmental conditions. 
• Operates computers, printers, facsimile machine, copier, calculator, telephone and standard office equipment.
• Has frequent contact with other City departments, current employees, and vendors/service providers. 
• Has access to all department-level confidential information, which requires the application of appropriate judgment, discretion and professional office protocols. 
• Errors in judgment or omissions could result in considerable confusion and delay, have a continuing adverse effect on the department’s ability to deliver services, be costly to correct and cause significant adverse public relations.
• Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Performance Standard

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus.  The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset.  To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits.  We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities.  We continuously work to review and expand upon our benefit offerings.  We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees.  And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

•   Actively recruit, develop, and retain a diverse and talented workforce.
•   Proactively address discrimination through education and in partnership with other departments and leaders.
•   Serve as a role model to celebrate and nurture diversity.
•   Foster inclusion by staying curious and clarifying assumptions.
•   Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
•   Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees