Administrative Assistant - Finance

Job Description

Job Description

Administrative Assistant - Finance Position

Position Open Until Filled

JOB INFORMATION

Job Title: Administrative Assistant

Department: Finance

Reports to: Finance Director

Location: City Hall

Civil Service: No

Bargaining Unit: Non-Bargaining

Pay Grade: General Pay Plan, Grade 5

FLSA Status: Non-Exempt

Overtime Status: Hourly, Paid Overtime

JOB SUMMARY

The Administrative Assistant provides administrative, clerical, financial processing, insurance claims administration, and records management support for the City of Marion Finance Department.

ESSENTIAL JOB DUTIES & RESPONSIBILITIES

Administrative and Department Support

• Provide general administrative support, customer service, and document preparation for the Finance Department.
• Schedule meetings, prepare materials, and maintain departmental calendars.
• Assist with agenda memos, packets, minutes, and meeting documentation.
• Maintain organized paper and electronic files; process departmental mail and office supply needs.
• Support special projects, data entry, and document review.

Invoice, Revenue, and Accounts Receivable Processing

• Enter invoices, revenues, receipts, and prepare accounts receivable billings.
• Review supporting documentation, track outstanding receivables, and prepare deposits and revenue reports.
• Coordinate with departments on coding, billing information, and payment status; maintain accurate financial records.

City Council Report and Payment Processing Support

• Prepare documents for Council approval, including but not limited to claims and payment materials.
• Assist with check runs, remittances, and mailing verification. 
• Maintain records related to claims, approvals, and payments. 

Hotel/Motel Program Administration

• Administer program reporting, payments, and documentation; maintain accurate records.
• Communicate with participating entities and monitor deadlines.

Insurance and Vehicle Records Management

• Maintain insurance and vehicle records, policy documents, schedules and renewal materials.
• Coordinate certificates of insurance and asset updates; assist with claim processing and documentation.

Filing, Records, and Document Management

• Perform clerical filing; scan, index, archive, and retrieve documents.
• Support records retention, archival processes, and audit preparation. 
• Ensure records are accurate, complete, accessible, and confidential.

Customer Service and Interdepartmental Coordination

• Respond to routine inquiries from departments, vendors, residents, and outside agencies. 
• Communicate clearly regarding financial transactions, insurance, and program matters; maintain confidentiality. 

Website Administration and Public Information Support

• Maintain and update Finance Department webpages; review content for accuracy and consistency.

REQUIRED KNOWLEDGE AND SKILLS

• Exceptional customer service skills and professional phone manners.

• Ability to maintain a high level of confidentiality.
• Exceptional attention to detail.
• Ability to balance a variety of tasks for multiple departments/divisions.
• Ability to maintain an organized filing system.
• Ability to understand and implement oral and written communications.
• Ability to establish and maintain effective working relationships with the public and fellow employees.
• Ability to keep and maintain department records in an organized and orderly way.
• Ability to use computers, including word-processing, spreadsheet, and specialized financial software applications. 

QUALIFICATIONS

• High school diploma or equivalent required.
• Two-year degree in accounting, business or related field of study preferred.
• Any acceptable combination of education, training, and experience that provides the above knowledge, abilities, and skills may be substituted. 

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

• Ability to bend, reach, climb, stoop and lift up to 10 pounds frequently. Occasional heavy lifting up to 50 pounds may be required.
  
• Ability to read, speak, write and understand English to communicate effectively and professionally with fellow employees, Boards and the general public via telephone, in written form or face-to-face.
• Ability to operate computer keyboard, calculator, telephone, photocopier, and similar electronic and manual office machines. 
• Ability to sit for long periods of time for typing and computer work.
• Works in an office environment.
• Works flexible hours and overtime when needed.

REQUIRED BACKGROUND CHECKS

• Criminal Background Check
  
• Registered Sex Offender Registry Check
• Drug Screen