Disbursements Manager

Manages, plans, and administers a variety of fiscal activities; assigns, reviews, and supervises the work of staff responsible for performing functions related to Payroll (City employees) and Accounts Payable (vendors). Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Work is performed in a standard office environment. Light physical demands; mostly desk work. Frequent to constant use of a personal computer.

Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET ALL MINIMUM QUALIFICATIONS.

Full-Time; Regular; Exempt

Duties and Responsibilities:

• Manages City-wide disbursement programs including daily management of the disbursement programs to ensure that vendor checks, ACH transactions, and wire transfers are properly disbursed within established disbursement deadlines; establishes schedules and methods for providing accounting services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
• Reviews and approves all federal and state payroll tax forms; stays abreast of federal and state payroll laws and filing requirements and formally reports significant changes to management and employees; ensures that all federal and state payroll reports are filed accurately and prior to the deadlines; recommends enhancements to the payroll system and financial reporting system; interprets Internal Revenue Service regulations that pertain to the issuance of variety of forms/review and direct the maintenance of issuing forms; ensure the timely preparation of required forms.
• Manages assigned staff through appropriate delegation and work supervision; meets regularly with staff to discuss various issues, resolves workload and streamlines processes; reviews work in progress in order to anticipate technical and management problems; recommends changes to improve the organization’s functions and processes; conducts performance evaluations and develops performance goals and objectives; interprets policy, provides leadership, direction and coaching to employees; provides assistance and training.
• Participates in the development of policies and procedures; monitors work activities to ensure compliance with established policies and procedures; makes recommendations for changes and improvements to existing standards and procedures; recommends and assists in the implementation of goals and objectives; implements approved policies and procedures.
• Oversees the review and auditing of disbursement documents including Requests for Payment, Timesheets, Purchase Orders, Travel Authorizations, and various tax reports for employees within City policy and procedures, general accounting standards, and federal, state and local laws, codes and regulations.

Minimum Qualifications:

Bachelor’s Degree in Business Administration, Public Administration, Accounting, or related field PLUS three years of experience performing payroll disbursements and/or accounts payable functions utilizing an automated payroll and financial system. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Knowledge, Skills, and Abilities:

Considerable knowledge of: Principles of municipal budget preparation and administration; management analysis methods and performance measurement techniques, practices, and procedures; principles and practices of municipal finance and accounting; automated financial system applications; standard office practices and management methods; personal computer with MS Office or related software, Munis or related systems, multi-function calculator, scanner, printer, and fax machine; principles and practices of administrative management, including personnel rules, budgeting, strategic planning and effective employee supervision; business and personal computers, and spreadsheet software applications; City organization, operations, policies and procedures.

Ability to: Work effectively with a diverse and knowledgeable management team; effectively communicate orally and in writing; oversee the development of City budgets; supervise staff; coordinate/prepare financial reports and statements; ensure compliance with Federal and State regulations governing accounting activities; establish and maintain effective working relations with co-workers and representatives from other local, state and Federal agencies.

Skills in: Analyzing budget issues, evaluating alternatives, and making decisions based on findings; developing and managing workload; understanding and applying municipal budget policies and procedures, and applicable Federal rules and regulations; analyzing and interpreting financial documents, and preparing technical reports; maintaining accurate accounting records, and identifying and reconciling errors; assessing and prioritizing multiple tasks, projects and demands; effectively managing and leading staff, and delegating tasks and authority; interpreting technical instructions and analyzing complex variables; using initiative and independent judgment within established procedural guidelines; effectively managing and leading staff, and delegating tasks and authority.