FINANCIAL ADMINISTRATOR

SUMMARY:

The Collector’s Financial Administrator is the internal accountant for the office and reports to the Tax Collector. The Collector’s Financial Administrator is responsible for the County’s accountability as it relates to the tax revenue collected, in excess of $300 Million annually. This position is responsible for preparing itemized disbursements of all county, city, and school district revenue for the County Treasurer, while concurrently reconciling 3 bank accounts to the Current, Delinquent Real Estate, Delinquent Personal, Act-9 bond, Improvement Districts and Redeemed Property. The accounting method of the bookkeeper conforms to the Generally Accepted Accounting Principles (GAAP), set forth by the Federal Accounting Standards Board (FASB), and must be conducted within the statutes of Arkansas state law. The Bookkeeping Department is audited annually by Legislative Audit.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

1. Supervises 1 Assistant Bookkeeper

2. Record and classify the daily cash transactions of all deputy collectors in all regional offices.

3. Generate monthly reports showing month to date and year to date totals of cash revenue.

4. Prepares daily proof of cash report.

5. Record and classify the daily credit card transactions made by internet.

6. Monitor, daily, the accounting method of all deputy collectors and immediately take action to correct and deviance from state and federal law.

7. Monitor, daily, the accounting method of accounting software and work closely with programmers to correct and deviance from state and federal law.

8. Monitor lines of credit for 3 bank accounts, increasing or decreasing amounts as necessary for security of funds (daily proof of cash reports).

9. Interpret financial data monthly by preparing a Treasurer’s Distribution report for the Current, Delinquent Real Estate, Delinquent Personal and Act-9 bond accounts. Distribution is arrived by means of GAAP and Arkansas state law: Net tax is calculated based on the effect of debits and credits to gross tax revenue. The Collector’s Bookkeeper calculates the amount of distribution to each county, city, and school district tax entity, and submits the report along with a check for net tax, to the County Treasurer.

10. This position also calculates the distribution of Real Property Tax Reduction (homestead credits) of each county, city and school district tax entity on a quarterly basis. This report is also submitted to the County Treasurer for reimbursement from the state to the taxing entities.

11. Conversely, the County Treasurer submits a receipt for state turn back funds to the Collector on a monthly basis. The funds come from the State Land Commissioner, either land that was redeemed or sold for back taxes. The Finance Administrator calculates the amount of distribution to each county, city, and school district taxing entity and submits the report to the County Treasurer.

12. This position requires court orders from the County Judge for numerous tax book adjustments throughout the year. Adjustments can include taxpayers not assessing on time, mortgage companies paying a parcel in error, parcels that should have been deleted but were paid, etc. A Court Order must be obtained for any situation outside the current tax year.

13. Works closely with the Comptroller and County Clerk when calculating the annual Final Tax Settlement and county revenue budget. The Collector’s Financial Administrator must be available to guide and interpret financial data from the Collector’s office.

14. Must comply with federal and state tax and accounting law, and work closely with Legislative Audit.

15. Must attend as much continuing education as necessary to stay ahead of the current tax legislation and accounting laws.

16. Record keeping must be uniform and meticulous to ensure total accountability of the Collector’s office. The public or Legislative Audit must be able to easily interpret the financial data presented.

17. The Bookkeeper must be familiar with cash-basis, governmental fund accounting and must know how to use self-balancing, double entry accounting system.

18. Must send letters of due diligence, mandated by state law, to outstanding check holders of six months or less. When no contact can be made taxpayer records and funds are registered to the Arkansas Auditor of the State as unclaimed property.

19. Is responsible for additions to the books, voluntary city fee collection, voluntary ambulance fees, act-9 bonds, fire district fees and postage (if applicable) and be ready for a March 1 deadline. The books must be constantly scrutinized for accuracy because any change to them affects the Final Tax Settlement.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform accurately. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

Bachelors degree in Accounting or Finance, or related area required.

Certified Public Accountant preferred, but will accept a minimum of 5 years experience in a bookkeeping/accounting field, with a working knowledge of double-entry accounting.

Must be knowledgeable of laws governing public funds and be willing to attend on-going training.

Experience with Microsoft Word, Excel, Outlook, and Access.

Must be proficient on a printing calculator.

Interpersonal skills and professionalism are vitally important as this position regularly works with the County Treasurer, and State Land Commission.

OTHER SKILLS and ABILITIES:

The Collector’s Financial Administrator must be extremely knowledgeable regarding the legal aspects of governmental fund accounting, to keep the Collector accountable to the public for the millions of dollars collected annually. Must be highly detail oriented and analytically thinking, while at the same time, personable enough to interpret data to someone with no financial background.

The deadlines of this position are demanding, however, accuracy must be maintained at the highest level. Must be able to handle a multitude of tasks simultaneously, and be willing to assist anyone seeking financial information at any time and by any means necessary.

Finally, must have the ability to self start on a daily basis and make independent decisions. Must communicate with the Collector regularly to keep him/her updated on the accountability of the office and be willing to offer suggestions or implementations to make improvements.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and walks; use hands to finger, handle, or feel objects and to talk or hear. The employee must occasionally reach with hands and arms and is required to sit.

Specific vision abilities required by this job include close vision. Must occasionally lift and/or move up to 50 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those and employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.