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Program Controls Manager - Capital Improvement Program

Location: Fort Worth, Texas
Job # 11116475
Date Posted: 07-03-2018
Position Purpose
Responsible for managing the business finance operations of capital funds for FWISD, coordinating construction procurement, developing and implementing regulations and procedures related to the construction funding process.

Essential Job Functions
  • Provide leadership to achieve cost effective practices associated with the CIP operations.
  • Responsible for the day-to-day oversight of CIP’s records management, accounts payable, budget, HUB compliance, contracts, purchasing, accounting and financial controls.
  • Evaluate the CIP business operations procedures, systems and controls and recommend improvements in their design, implementation and maintenance.
  • Ensure the CIP business guidelines support the district’s business department goals and objectives.
  • Manage special projects as required by the Chief of CIP and district’s CFO.
  • Responsible for the day-to-day interface with CIP’s Owner Representative Financial and controls staff.
  • Establish capital accounts maintaining accounting records that reflect both budget and funding information.
  • Assist in the development, implementation and update of policies and procedures to comply with CIP accounting requirements and objectives.
  • Act as financial advisor to Chief of CIP and CIP Sr. staff keeping them informed on the financial condition of the department.
  • Assist with invoice and requisition audits for architects, contractors, third party firms and supply vendors and prepares approval for payment.
  • Ensure that all financial obligations of CIP are met in a timely manner.
  • Implement and maintain internal control procedures to ensure the safeguarding of assets and reliability of accounting data.
  • Assist in the development of cash flow reports to aid in determining cash available for investments, procurement and CIP related expenses.
  • Prepare analysis of matters relating to financial and accounting policy; procedures proposed by the state, and prepare state reports and other reports as required for the superintendent's signature.  Must maintain coordination with the Division of Accounting and internal, and external auditors.
  • Key liaison between CIP and the district accounting department.
  • Assist in the preparation of contracts, purchase orders, change orders, and establishes appropriate encumbrances.
  • Monitor HUB compliance by all vendors involved with the CIP, and assist with the project closeout process.
  • Oversee the bidding process from preparing advertisements to issuing purchase orders.
  • Assist in the preparation of Board of Education materials for project award, project reduction in retention, supplemental appropriation, fund reductions, and capitalization.
  • Key liaison between CIP and the district purchasing department.
  • Establish capital accounts maintaining accounting records that reflect both budget and funding information for various agencies.
  • Responsible for budget control and planning for all funds associated with capital improvement projects
  • Assist in the preparation of the budget and development of long- and short-range capital improvement objectives.
  • Monitor budget variances and oversee budget adjustments.
  • Respond to questions from staff, bonding companies, auditors, lawyers, and others regarding fund balances.
  • Key liaison between CIP and district budget department.
  Records and Reports
  • Ensure the accuracy of all CIP finance-related documents.
  • Review and recommend appropriate policies, administrative regulations and administrative practices for the staff supervised.
  • Prepare timely audit schedules and financial statements according to federal, state, and GASB standards.
  • Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable records and financial statements.

Supervisory Responsibilities

  • Supervise and evaluate work of all CIP business finance staff such as Sr. accountant, contract/purchasing agent, budget/HUB specialist, records/accounts payable specialist and administrative assistant.
  • Select and train CIP business finance staff and make recommendations relative to assignments, workload and discipline.
  • Develop training options and improvement plans for CIP business finance staff to enhance the effectiveness of department operations.
 Additional Duties
  • Perform all job related duties as assigned and in accordance to the Board rules, policies and regulations.
  • Exhibit high professionalism, standards of conduct and work ethic.
  • Demonstrate high quality customer service; builds rapport/relationship with the consumer.
  • Demonstrate cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork.  Responds and acts appropriately in confrontational situations.

Knowledge, Skills and Abilities
  • Knowledge of accounting principles and practices and their application to public sector construction, the construction procurement process and business law it applies to construction contracts.
  • Knowledge of data processing, needed to monitor and report on the construction fund and the general fixed assets accounts.
  • Ability to establish and maintain accounting records and to prepare clear, concise financial and accounting reports.
  • Advance technical knowledge of school finance, budgeting and accounting systems.
  • Ability to coordinate meetings with architects, vendors, contractors, representatives of the Texas Education Agency and attorneys to consider change orders, issues related construction bids, work schedules, state funding and other construction related issues.
  • Ability to implement policy and procedure.
  • Ability to manage budget and personnel.
  • Ability to use software to create spreadsheets, databases, and do word processing
  • Ability to organize and coordinate work.
  • Ability to communicate effectively, both oral and written forms.
  • Ability to engage in self-evaluation with regard to performance and professional growth.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

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Gyna M. Bivens
President & Executive Director
North Texas LEAD

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