TOWN OF VIENNA

Public Works Financial Specialist- Full Time

Pay Grade 121: $74,136-$119,359 DOQ/DOE

We are seeking a highly motivated and detail-oriented individual to join our team as a Public Works Financial Specialist. This critical role provides essential financial and administrative support to the Public Works Department, ensuring the efficient and responsible management of public resources.

The Public Works Financial Specialist coordinates and develops budgets for all public works operations, processes invoices, requisitions, purchase and work orders.

Work Schedule: Monday through Friday 8:00 AM - 4:30 PM

All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test.

This is a non exempt position

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions:

Budget Preparation:

Lead financial specialist that prepares the department’s annual operating budget submission and works with the Director of Public Works to anticipate budgetary needs for the next fiscal year. Communicates requirements and deadlines, validates budget requests, and integrates budget input from departmental leadership,

Maintaining and reconciling financial accounts:

Monitors budget execution performance, meets with Departmental leadership to discuss budget balances, prepares and creates monthly reports and spreadsheets. Reviews and inputs budget transfers and amendments. Determines that transfers and amendments serve a valid and approved business purpose.

Purchasing and invoices:

Creates and submits purchase requisitions for new contracts to comply with town purchasing standards, monitors contract budgets, coordinates change orders, and submits invoices for payment based on input received from project managers.

Prepares reports for Town Council.

Writes and submits Town Council agenda item reports such as requests for new design, construction, service contracts, supply contracts, and other purchases.

Performs professional, technical and administrative services:

Prepares, processes, tracks, collects, and refunds bonds for public improvements and construction projects such as in-fill and subdivision development, street cut, erosion and siltation, hydrants, and pools. Completes forms, processes and files paperwork, maintains bond and escrow logs, and coordinates inspections. Verifies that plumbing permits for submeters comply with Town and County standards.

Serves as a clearing house for the collection of building permits, bonds, and letters of credit; guides applicants through the process of completing required forms; explains ramifications of not meeting requirements.

Reviews and researches Town Ordinances, purchasing procedures, Town Administrative Regulations and the State Code to determine adherence to policies and procedures, as they relate to the work performed.

Additional Duties:

Provides customer service, answers citizen and vendor telephone calls, and responds to inquiries.

Coordinates Maple Avenue Banner Program for non-profit organizations.

Collaborates with other departments and other jurisdictions on various projects.

Submits inspection requests to water and sewer division.

Procures supplies, equipment, and personal protective equipment (PPE) for various departmental needs.

Attends meetings as required by Director.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classifies or formats data or information in accordance with a prescribed schema or plan to facilitate the identification and extraction of useful information.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Persuades or influences others in favor of a service, point of view, or course of action; may enforce laws, rules, regulations, or ordinances.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires responsibility and opportunity for achieving considerable economies and/or preventing considerable losses through the management of a large division or minor department and/or handling of very large amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses mathematics involving the practical application of fractions, percentages, ratios and proportions; or measurements, logarithmic, or geometric construction; may use algebraic solutions of equations and inequalities, descriptive statistics, deductive geometry, plane and solid and rectangular coordinates; mathematical and classifications or schemes.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads journals, manuals and professional publications; speaks informally to groups of co-workers, staff in other organizational agencies, general public, people in other organizations and presents training; composes original reports, training and other written materials, using proper language, punctuation, grammar and style.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for the actions of others, requiring almost constant decisions affecting co-workers, customers, clients or others in the general public; works in a moderately fluid environment with guidelines and rules, but frequent variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs coordinating work involving guidelines and rules, with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressures.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious – affects work unit and may affect other units or citizens.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses equipment or work aids involving moderate latitude for judgment regarding attainment of a standard.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

Involves routine and frequent exposureto bright/dim light; dusts and pollen.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Requires responsibility for the safety and health of others.

Requires a Bachelor's Degree in Accounting, Business Administration, Public Administration or closely related area.

Requires four years budget, accounting, administrative support or closely related experience.

Town of Vienna

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Public Works Financial Specialist