Department Aide (Part-Time)

Finance Department Aide

The City of Goleta Finance Department seeks a part-time Department Aide to provide administrative support to various programs. The ideal candidate will possess strong customer service skills and the ability to quickly learn new software systems, including business license applications. A basic understanding of office financial processes, such as cash handling and accounts payable, is desirable, along with basic arithmetic and Microsoft Excel proficiency. The primary responsibilities will be supporting the Business License Specialist with front lobby customer service, answering phone calls, and responding to emails. During periods of low customer activity, this position will assist Accounts Payable by scanning and routing documents, supporting Accounting Specialists, and providing lunch-hour coverage. Additional duties may include assisting accountants with data extraction and basic account reconciliation activities.

Applicants should be able to work in person at City Hall, four hours a day, Monday through Thursday. An additional three hours per week may be offered depending on any special projects.

Accounting or bookkeeping experience is preferred but not required. Ideal candidates have some experience with Microsoft Office, including Excel.

This position will work no more than 999 hours in any July through June fiscal year. This is a temporary, non-benefited, at-will position which does not gain property rights or have an expectation of continued employment.

The Finance Department's primary function is to ensure the financial integrity of the City of Goleta by providing superior financial services, maintaining the public trust, and promoting governmental efficiency, effectiveness, and accountability. The department is responsible for the maintenance of an effective financial accounting system, which accurately reflects the financial operations of the City and offers a framework for financial planning and analysis. The Finance Department also oversees and handles the investment program for the City. The primary goal is providing accurate, reliable, and timely financial information for City Council, City Manager, City staff, and outside requests using professional standards.

Examples of Duties

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

• Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems.
• Performs a variety of routine clerical duties and responsibilities involved in record keeping and reporting for assigned area; maintains a variety of records, logs, and files; aids department staff, vendors, and others in assigned areas.
• Provides assistance to department staff, vendors, and the general public in assigned areas.
• Operates a variety of office equipment including a PC or laptop, copier, and fax machine; utilizes various computer applications and software packages.
• Performs related duties as required.

Typical Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and equipment including computers.
• Computer applications such as word processing and spreadsheet applications.
• Principles and procedures of record keeping and filing.
• Mathematical principles.
• Basic principles of business letter writing and basic report preparation.

Ability to:

• Learn the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Learn, interpret, and apply general administrative and departmental policies and procedures.
• Perform a variety of support tasks and other duties and activities of a general and specialized nature for an assigned department or division.
• Respond to requests and inquiries from coworkers, vendors, and the general public.
• Operate and use modern office equipment including a computer and various software packages.
• Conduct assignments with discretion; exercise good judgment and maintain confidentiality of critical and sensitive information, records, and reports.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education/Training:

• Equivalent to the completion of the twelfth grade.

Experience:

• One year (full-time equivalent) of related experience involving departmental support and/or customer service.