Finance/Payroll Assistant (AF05)

Primary Purpose Responsible for a wide variety of Financial and Payroll activities involving the processing of accounts payable and receivable, payroll processing, budgetary accounting, procurement processing, administrative projects, and any other related activities. Supervision Scope and Judgment: Performs professional office and administrative duties requiring good judgment and initiative to analyze, solve problems and process actions based on departmental and city policies and procedures. Exercises judgment and initiative in performing duties. Supervision Received: Position reports to the Finance Director, operating with limited supervision. Operates in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes own daily work plan based on regular routine and special assignments and only elevates concerns to supervisors when matters require interpretation or policy decisions. Supervision Given: Has no supervisory responsibility. Essential Functions Completes special projects as assigned. Maintains a variety of records, logs, and reports. Follows and adheres to department, City and other government rules, regulations, policies, and procedures. Runs various water billing, accounting and payroll reports and audits or gathers information for managers or supervisors as requested. Reviews contracts for goods and services for inclusion of necessary documentation, certificates of insurance and corporate authority certificates. Verifies funds available and checks for accounting codes. Works closely with several departments on maintaining proper procurement practices. Reviews department expenses for accuracy and proper billing practices. Assists with back-end payroll and accounting procedures as required. Maintains a general knowledge of all payroll rules and regulations regarding legal standards, collective bargaining agreements, and city and department payroll policies. Maintains and organizes department records in compliance with legal and city requirements. Maintains a strong understanding of the City’s financial software and hardware and assists with implementation of related processes and troubleshooting issues as needed. Must be responsible when accessing confidential information and must be able to maintain professional communication at all times. Must be able to handle high stress situations. Due to the nature of the role, the high importance to individual employees, the potential for misunderstandings, and the ramifications of errors, high stress situations such as quick deadlines and meetings with other employees or management may occur. May be required to perform administrative duties for the department including taking notes or attending finance, billing, and payroll related meetings, ordering supplies, and any other related administrative duties. May be required to attend payroll training or training related to the City’s financial information systems. Performs other similar duties as required and directed. Minimum Entrance Qualifications Associate’s degree (bachelor’s preferred) and one to three years of finance/payroll related experience and/or training. Knowledge of administrative office procedures and the operation of office equipment such as personal computers and computer software, word processing and spreadsheet applications (demonstrated skill in the use of Microsoft Excel is required). Municipal experience is desirable, or any equivalent combination of education and experience. A strong commitment to public service required. Knowledge: Strong organizational skills and the ability to work under pressure. Proficient knowledge of office practices and procedures, equipment and clerical techniques, including a variety of software applications. Strong knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Knowledge of specific department operations. Ability: Position requires the ability to comprehend the scope of laws, rules and regulations pertaining to specialty area. Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed statistics, records and database. Ability to operate various types of office equipment. Ability to maintain confidentiality of information. Ability to organize clerical and statistical records. Ability to maintain detailed and extensive records and to prepare reports from same. Ability to work effectively under time constraints to meet deadlines. Ability to deal tactfully and appropriately with the general public and City departments in an effective manner. Ability to interpret and follow departmental procedures and guidelines. Ability to be a strong team player. Ability to absorb and learn quickly and maintain a departmental sense of urgency. Ability to use judgement in the analysis of facts and circumstances to solve practical problems and deal with problems involving several concrete variables in standardized situations. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Skills: Experience in Microsoft Office Suite. Must be able to demonstrate advanced abilities in Microsoft Excel. Ability to analyze and manipulate large amounts of data. A skills test may be administered for applicants. Work Environment Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public, business organizations or contacts and other city personnel. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment. May have contact with the general public, other City departments and officials, outside agencies, businesses, vendors, and other governmental organizations and attorneys, etc. Communication is by means of telephone, personal discussion, video conferencing, electronic communication and oral and written correspondence and involves discussing routine information requiring patience and courtesy as well as providing detailed explanations which requires professional communication both in writing and orally. Has access to confidential information regarding personnel records. Errors in judgment could result in delay or loss of services, legal ramifications, adverse public relations, and monetary loss. Performance Standard Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics. (This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.) Salary The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change. Benefits Health insurance Dental insurance Tuition Reimbursement Flexible Spending Accounts 457 Deferred Compensation plans Metro Credit Union Verizon Wireless discount Employee Assistance Program Generous paid leave time benefits and paid holidays. City Retirement (Mandatory) Weekly Direct Deposit Opportunity to serve the public and join a dynamic team of dedicated employees Human Resources Diversity Statement We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will: Actively recruit, develop, and retain a diverse and talented workforce. Proactively address discrimination through education and in partnership with other departments and leaders. Serve as a role model to celebrate and nurture diversity. Foster inclusion by staying curious and clarifying assumptions. Evaluate and develop policies and practices that reflect the diverse nature of our workforce. Build and strengthen accountability at all levels to support diversity efforts. #J-18808-Ljbffr