Deputy Director for Finance, Contracts and Asset Management

Position Summary The Deputy Director for Finance, Contracts and Asset Management is responsible for the overall financial management of the department. This includes overseeing all contracts with service providers and vendors, all invoicing, payments, budgets and financial reports. This Deputy provides strategic leadership, operational management and administrative oversight to all Finance, Contracts and Asset Management for the Office. The Deputy is responsible for directing, through subordinates, several functional areas and provides oversight in fiscal planning and budget accountability, coordinating the organization of people, information and resources to achieve the operational objectives of the division as well as the operational objectives of the department. It provides administrative coordination, leadership and management analysis, facilitation and review on behalf of the department with other City operating departments, community agencies, state and federal representatives and the public. Of significance to the role of the Deputy is the execution of authority and responsibilities that will affect a standard of excellence, best practices and organizational effectiveness to ensure that directives, policies, regulations and operating programs are implemented.  Essential Functions Responsibilities  Manages the day‐today operation of Finance, Contracts and Asset Management  Improves the efficiency and effectiveness of operations and ensure compliance with all regulatory entities.  Reviews and analyzes the Finance, Contracts and Asset Management policies and procedures  Identifies problem areas, develops solutions and implements of corrective plans.  Establishes and implements policy for operational matters  Manages annual budget process  Handles special projects  Conducts research; prepares reports; compiles and analyzes administrative and fiscal data  Serves as a member of the Executive Team on all fiscal, contracting and asset management matters  Oversees annual budget preparation and ensures timely submission.  Oversees the financial management of an over $100 million in Federal, State, Local and private funds  Ensures monthly financial tracking, planning and preparation of monthly financial reports and updates of the internal spending plan.  Ensures timely invoice submission by vendors and notice to non‐ compliant vendors/providers  Ensures that departmental funds are timely and expended in accordance with regulatory requirements  Ensures that the fiscal unit is always audit ready.  Oversees building and facilities maintenance and service functions, addresses safety and health complaints, supply and inventory control. Reviews purchase requisitions for major cost items; reviews and analyzes inventory, stores control and vehicle usage records  Oversees preparation and submission of capital budget  Oversees Contract Conformance and the annual RFP or RFI process. Through the Contracts Administrator, ensures regulatory and OEO compliance. Works to shorten the timeframe for contract conformance and ensures that the Contracts Unit collect and maintain all necessary backup documents and are audit ready always.  Participates as an integral member of OHS Executive Leadership to exchange information, build relationships with staff, City departmental heads and representatives, local, state and federal representatives, stakeholders, community organizations, vendors and the public to increase partnerships and collaborations and promote the work of the Department.  Competencies, Knowledge, Skills and Abilities Proven financial manager who is thorough, attentive to detail, and results oriented  Well‐organized with strong and technical competence in relevant software and city programs such as FAMIS, ADPICS, ACIS, PHL Contracts, Mainstay & Microsoft Office  Skilled in working collaboratively and effectively with employees at all levels of department, the City, funders and/or external entities especially in sensitive relationships with other government representatives, community representatives and providers.  Expertise in principles and practices of public administration including fiscal management and organizational development.  Mastery of relevant federal, state, and local laws, rules, regulations, codes, and/or statutes  Able to translate programmatic and organizational goals into financial plans, projections and reports  Supervisory skills and experience  Exceptional level of integrity, diplomacy and professionalism  Skilled at working as part of a team both within the office and with other city departments