Administrative Assistant - Finance

Job Title

Serves as department liaison for administrative functions; provides administrative support to management and various departments for finance needs. Assists with the day-to-day administrative support services for all Finance Divisions including Accounting, Real Estate, Purchasing, and Customer Accounts. Performs advanced administrative and technical work preparing and maintaining correspondence, documents and financial schedules needed for the City's annual audit and bond issuances.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Serves as first point of contact for any customer complaints/issues that are escalated above the Director of Customer Accounts. Possesses the knowledge of how the City's tax and utility customer accounting software systems work in order to research and rectify customer issues. Attempts to resolve customer needs before escalating the issue to the Finance Director.
• Provides administrative assistance with the annual bond issuance and continuing disclosure requirements for all outstanding bond issuances. Assists with obtaining information for state and locality that is provided to credit rating agencies, as well as preparation and maintenance of legal documents related to bond issuances.
• Reviews and coordinates all customer refunds for utility accounts and tax accounts. Audits the refund submissions from Customer Accounts and imports the requests for refund check processing.
• Serves as the reviewer and custodian of all credit card charges by Finance Department employees. Audits the GL coding and appropriateness of each charge.
• Serves as the payroll clerk for three of the Finance divisions.
• Assists with annual audit of City by preparing confirmations for banks, utility customers, taxpayers, and loan recipients.
• Maintains the City website information for all Finance Department-related items.
• Serves as the custodian of the City's petty cash account. Prepares checks and reimbursement requests. Performs the monthly reconciliation of this account for the internal auditor.
• Assists the Finance Director in the renewal of annual contracts for the City's external audit, Cost Allocation Report, and DMV stop programs.
• Provides all administrative assistance needed for the Finance Department, including PAFs, disciplinary records, external correspondence, notary services, etc.

Additional duties include serving on committees as needed and performing additional duties as assigned.

Education and Experience

Associate's Degree, with knowledge of a specific vocational, administrative or technical nature, from a college, vocational or technical school, and four to six years of experience. An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid Driver's License with acceptable driving record according to City Criteria
• Active commission as a Notary

Job Knowledge

Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading

Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing

Advanced: Ability to write editorials, journals, speeches, manuals, or critiques.

Math

Advanced: Ability to apply fundamental concepts of theories, work with advanced mathematical operations methods and functions of real and complex variables.

Communication Skills

Decisions regarding interpretation of existing policies may be made. Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making

Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills

Work requires advanced skills and knowledge in approaches and systems, which affect the design and implementation of major programs and/or processes organization wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.

Fiscal Responsibilities

Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry. Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units) or responsibility for fiscal management of capital project(s). May recommend budget allocations.

Supervisory Responsibilities

Performs essentially the same work as those directed. Includes oversight of quality, training, instructing and scheduling work.

Physical Demands

Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

Non-Physical Demands

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• May frequently experience time pressure, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, and tedious or exacting work.
• May occasionally experience emergency situations and irregular work schedule/overtime.
• May rarely experience noisy/distracting environment.

Machines, Tools, Equipment, Software and Hardware

Typically requires use of standard office equipment and telephone, including computer and related hardware and software, and any other equipment as appropriate or required.

Work Environment

The work is typically performed in an office environment, where there is rare exposure to electrical hazards. The employee is expected to use appropriate protective equipment for the assigned task; and any other equipment as apparent or assigned.