Assistant Records Officer Jobs in Springfield, IL

SPRINGFIELD HOUSING AUTHORITY

200 North Eleventh Street

Springfield, IL 62703

The Springfield Housing Authority is currently accepting applications/resumes for the following position:

Senior Financial Officer

Full-Time Position/Salary: $74,816.67 - $112,225.00 commensurate with education and experience

ESSENTIAL FUNCTIONS:

1. Assists the Chief Financial Officer in the overall planning, monitoring and operations of the Finance Division as it relates to budget development and budget submissions; monitors quarterly, semi-annual, and annual HUD financial report submissions, routine/non-routine reports, and all other granting agency reports, internal controls, investment of SHA funds, payroll processing, opening/closing SHA books at the beginning/end of the fiscal year; reconciles, analyzes and explains SHA financial and budget matters to public accountants, cost auditors, HUD officials and other agencies coordinating audit and management review activities, SHA board members, directors, and staff..

2. Assists the Chief Financial Officer in the overall planning, monitoring, HUD procurement compliance, and operations of the Procurement Division as it relates to the procurement of services, office furniture, equipment, and supplies on an agency-wide basis.

3. Assists the Chief Financial Officer in the overall planning, monitoring, and operations of the Management Information System agency-wide; provides online database resources, systems hardware, software applications, and LAN configurations.

4. Performs monitoring of all budgets and grant funds.

5. Retains records and ledgers of all budgets and grant funds.

6. Prepares all budgets and grants for review and approval.

7. Monitors and reports compliance with local, state, and federal HUD guidelines.

8. Works with the CFO to develop and implement short- and long-term financial strategies.

9. Ensures the collection and recording of all requests for leave for timekeeping and payroll summary reports.

10. Ensures the submission of accurate time sheets to the Finance Manager or Chief Financial Officer for payroll.

11. Coordinates the Finance Division's efforts in the review, compilation, and processing of payroll.

12. Processes time reports monthly to be given to the Managers.

13. Maintains the Authority's budget for individual programs by identifying potential problems and informing the Chief Financial Officer and the Chief Executive Officer of any concerns in budget overruns, and monitoring actual budget performance of Finance operations to identify trends as aforementioned.

14. Prepares analysis of actual vs budget quarterly for the Asset Managers, Director of HCV, Director of Self- Sufficiency Programs, Chief Operating Officer, and Chief Executive Officer.

15. Prepares the Annual Budget for board approval as needed, which incorporates estimates on income and expense projections and subsidy computations; budgets for the Conventional, HCV, LIHTC properties, Modernization, Development, and related programs are included.

16. Stays knowledgeable of changing policies regarding compliance and reporting of LIHTC, RAD, and other mixed finance properties.

17. Communicates with 3rd-party managed property owners to assist in decision-making related to the budget.

18.Assists in developing, maintaining, and overseeing the records management compliance and needs of the Division.

19.Develops procedures to ensure the uniform implementation of SHA and HUD policies, regulations, and requirements as they relate to Finance.

20. May indirectly supervise management-level supervisors of the entire Division in the preparation, coordination, and implementation of goal-oriented work plans, probationary and annual performance evaluations, and coordinating job training in the absence of the CFO.

21. Assists the Chief Financial Officer in developing budgets that meet the short/long range goals of the Authority.

22. Assists in the handling of all telephone administrative matters for the SHA's communications system.

23.Reviews requisitions and purchase orders for the Chief Financial Officer to approve funding and approval for payment.

24.Assists with quarterly staff meetings of the Finance Division to ensure communication, goals and objectives, and updated status on issues of the SHA.

25. Assists with submitting the annual FDS reporting to HUD and scheduling the annual audit, and works to ensure a smooth audit process.

26.Ensures the payroll system is up-to-date, which allows for the HR system to provide necessary data to capture and provide up-to-date reporting as needed, process payroll as required, and complete time and attendance records of all SHA staff.

27.Cross-trains and serves as Acting Chief Financial Officer to be able to back up this position in their absence, and actively shadows the CFO to gain a full understanding of their responsibilities.

28. Cross-trains with the Finance Manager as needed to be able to back up this position in their absence.

29. Cross-trains with the Procurement Specialist as needed to be able to back up this position in their absence.

30. Ensures compliance with all applicable policies and procedures of the Springfield Housing Authority.

31. Maintains regular and reliable attendance.

32. Contributes to team efforts by performing other duties and responsibilities as required or assigned.