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La Pine RFPD - Financial Administrator

Posted: 9/18/23
Salary: $70,500-$94,200 per year
Location: La PIne, OR


Application Deadline: Open Until Filled


The Position:

The Financial Administrator provides professional management and direction for various financial and business services to include preparation of the annual budget of the District. The Financial Administrator is responsible for organizing and planning all accounting operations, financial reporting, payroll functions, purchasing contracts & bid management, and internal/external audit functions. This position will also support the Office Manager with some HR related functions and customer service. No Residency Requirement


General Statement of Duties/Job Objectives:
Provides professional management and direction for various financial and business services to 
include annual budget of the District. Responsible for organizing and planning all accounting 
operations, financial reporting, payroll functions, purchasing contracts & bid management, and 
internal/external audit functions. Supports office manager with HR related functions and addresses 
visiting public.


Supervision Required:
Works under the direct supervision of the Fire Chief who assigns and reviews work for conformance 
with district policies. Maintains confidentiality as required by Fire Chief.

Supervision Given:
No direct reports under this position currently.

Essential Functions of the Job:
General Ledger:

o  Prepares and posts journal entries for period/month-end closing; assembles and archives 
comprehensive supporting documentation; performs various diagnostic reviews of database records, 
balancing of subsidiary ledgers & control accounts; and analyzes reports on balance sheet account 
fluctuations. Completes various bank account and balance sheet reconciliations. Reviews other 
accounting transactions and documentation for accuracy and compliance with internal controls. 
Recommends corrective actions and improvements.

o  Manages the content and integrity of the chart of accounts and the general ledger data, 
including the subsidiary ledgers. Reviews, implements, and maintains internal controls and 
procedures, and recommends changes to the structure. Ensures adherence with Generally Accepted 
Accounting Principles (GAAP). Reviews account reconciliations and directs corrections of 
discrepancies. Analyzes activities and prepares reports.


•  Accounts Receivable

o  Processes full-cycle accounts receivable duties, including following contracted billing 
requirements, issuing of invoices to outside agencies, preparing and reviewing statements, 
researching and correcting discrepancies, and coordinating the collection process for delinquent 
accounts. These duties apply to recurring service agreements with standard procedures as well as 
more complex situations involving incident response cost recovery and grants requiring sensitivity 
to requirements and deadlines and effective communication
e of internal and external stakeholders.


o  Establishes standards for accounts receivable practices. Monitors aging schedule to ensure 
collections are timely and accurate and directs follow up actions. Identifies required accounting 
practices for special agreements and contracts. Advises designated grant manager on financial 
tracking processes. Monitors grant receipts and financial reporting obligations.


•  Treasury and Investment Management

o  Coordinates cash management activities including initiating weekly and monthly bank transfers 
and monitoring account balances daily to ensure sufficient funding for operating activities and to 
maximize interest earned.

o  Ensures proper recording of all investment transactions. Manages cash flow reporting to ensure 
cash balances are sufficient to fund District operations. Ensures investment activity continues to 
meet Board policy. Reviews monthly Board materials and manages annual audit responsibilities of the 
investment portfolio.


•  Financial Statements

o  In conjunction with monthly financial statement preparation and distribution, performs 
reconciliation of statement totals to corresponding budget, prior year, and trial balance report 
totals; and identifies items outside of benchmark targets, researches reasons, and provides 
explanation of variance. For the Annual Comprehensive Financial Report, prepares trial balance and 
assigned footnotes to the financial statements, and other financial schedules, researching and 
compiling source data, and ensuring accuracy and compliance with Government Accounting Standards 
Board (GASB) statements. Researches proposed, new, and existing Governmental Accounting Standards 
Board (GASB) statements as assigned to determine applicability to the District, anticipate impact, 
and develop procedures to implement.

o  Leads the monthly and annual financial period closing processes ensuring all subsidiary ledgers 
are balanced and accurate. This includes monthly financial statement preparation review. Ensures 
accurate preparation of trial balance for the Comprehensive Annual Financial Report. Serves as the 
primary preparer of government-wide adjustments and financial statements.


•  Capital Assets

o  On a regular basis, reviews and maintains capital assets transactions records, including 
tracking project costs, verifying proper categorization of assets, preparing summary reports, and 
closing and capitalizing completed projects. Escalates to manager decisions on general District 
practices for asset tracking.

o  Reviews and analyzes capital asset work papers and schedules for GAAP compliance and 
capitalization policy. Implements the provision of purchase and sale agreements, and lease 
agreements. Manages the capital asset database by auditing entries and compiling year-end 


•  Annual Audit

o  Prepares responses to requests for information from external auditors as assigned, including 
compiling data and completing schedules.

o  Manages preparation of external audit work paper schedules and serves as on-site primary contact 
for the general ledger portion and transactional details of external audits and reviews by 
Certified Public Accountants and others. Maintains grant compliance activities under the Uniform 
Guidance for the Single Audit.


•  Fiduciary/Regulatory

o  Monitors transactions of various fiduciary accounts and prepares various financial schedules and 
investment reports to District management and Board of Directors. Files required forms and returns 
with federal and state regulatory agencies.

o  Ensures all tax and other regulatory requirements for external agencies are accurate and timely.

•  Special Projects

o  Performs work on special projects as assigned which may involve standardization, ad hoc 
research, or process changes.


•  Accounts Payable

o  Establishes standards for accounts payable practices. Ensures internal controls are sufficient 
to mitigate risk of fraudulent activity and provides direction for escalated troubleshooting on 
related issues. Manages integrity of vendor database.


•  Risk Management

o  Manages collection and reporting of information for annual review of District’s liability, 
property, vehicle, and cyber insurance policies. Serves as a primary contact with the District 
Insurance broker and underwriters and assists with claims management.


•  Pay Role

o  Works with Office Manager to process payroll for all employees and submits required bi- weekly, 
quarterly, and year-end payroll reporting and reports payroll liabilities to appropriate agencies.

•  Other duties as assigned.


Knowledge, Skill and Ability:
Thorough knowledge of accounting principles and thorough knowledge and familiarity with local 
government budget and accounting procedures and practices; skilled in maintaining effective public 
relations. Proficient in: Word processing/typing of at least 50 wpm; QuickBooks and other 
accounting software; Microsoft Office including Excel, Word and Outlook. Ability to keep records 
and prepare reports and findings; ability to perform complex assignments not requiring close 
supervision; ability to plan, organize and effectively supervise the work of subordinates; ability 
to conduct independent studies and manage technical programs, to evaluate data and to prepare clear 
and concise reports; ability to establish and maintain harmonious working relationships with other 
employees and with the public.


The Financial Administrator is responsible for the planning, direction, and management of the 
day-to-day accounting operations of the District. She/He will maintain a complete and accurate 
general ledger, ensuring accurate and effective financial reporting. She/he will ensure the timely 
and accurate collection of the District’s revenue by coordinating the accounts receivable cycle. 
He/She will be responsible for the financial statements, treasury management, internal control 
compliance, and performs special projects as assigned. She/He shall conduct him/herself in such a 
way that will bring credit to the district. She/He shall maintain all certifications and 
accreditations and/or levels of training required for that position. She/He shall also maintain 
required knowledge, skills and abilities and keep him/herself abreast of current methods and 
techniques by attending training and education.


Experience, Education and Training:
Graduation from High School or possession of GED is required. Associate’s Degree (Bachelor’s 
preferable) in Accounting or Business, and/or five or more years of progressive experience in 
business office practices that includes finance (accounts payable, accounts receivable and general 
ledger), budgets, payroll processing, medical and/or ambulance billing and collections; or any 
equivalent combination of experience and training which demonstrates the ability to perform 
described duties is required.


Necessary Special Qualifications:
Possession of a valid motor vehicle operator's license and an acceptable driving record at the time 
of appointment may be a condition of employment. Must be insurable by district’s insurance.


Physical Demands and Work Environment:
Work is generally performed indoors in an office environment. Work requirements include the ability 
to sit and move about; see, talk and hear; use hands to finger, handle or operate objects or 
controls; and reach with hands and arms. The work requires the ability to lift or move thirty (30) 


Work Agreement:
The Financial Administrator works under Board Policy #01-04; Employee Work Agreement, Non-Exempt 
Employees, Administrative Services; which outlines in detail the work agreement between the fire 
district and administrative office staff.


How To  Apply:

Please email your cover letter, resume, completed application, and any supporting documentation to


Financial Administrator Packet