Administration and Finance Technician

Administration and Finance Technician

The Administration and Finance Technician position is responsible for performing moderately involved clerical, administrative technical finance duties. Responsibilities may include collecting, preparing, and reviewing information; maintaining records and related systems or databases; coordinating the utility billing process. Scope of Impact: The duties and responsibilities of this job are performed with latitude for independent judgement in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of department operations. Work is subject to periodic review by the supervisor, who provides input on approval of recommendations and discusses assignments, priorities and work.

Essential Duties

This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

• Manages the City's utility billing processes alongside the City's utility billing consultant. Including loading and downloading meter readings, printing work orders, proofing bills, assisting customers with payments and reporting returned payments. Prepares and processes special assessments including completion of pay-off requests, appeals and all recording of special assessments with the County and within the City's financial software.
• Reviews, verifies and processes timesheets and payroll data, ensures accurate calculation of wages, overtime, deductions, and benefits, and administers payroll for 28 Full-Time employees, 12 part-time employees, paid-on call firefighters and seasonal employees. Assists the Deputy City Manager to verify accuracy of and processing of payroll updates for current employees, such as pay changes, termination, direct deposit changes, etc.
• Creates and maintains employee payroll records including pay rates, leave balances, compensatory balances, voluntary and mandatory deductions, and other employee data required for proper payroll processing.
• Coordinates with internal and external parties to provide administrative support and facilitate assigned departmental/personnel operations; work may involve maintaining and establishing relationships with external contractors; sending notifications/reminders; and providing project/program status updates
• May monitor, train, and assign work to part-time staff and volunteers.
• Performs other duties of a similar nature or level.

This position is in the Finance Department and may be responsible for:

• Prepares and submits sales and withholding tax reports and payments to the State of Minnesota.
• Provides backup support and participates in cross-training activities within the Finance Department.
• Assists in preparing year-end audit workpapers and participates, as needed, in the City's annual audit process.
• Reviews, verifies and submits payroll liability payments such as payroll taxes, benefits and retirement plan contributions.
• Monitors PERA eligibility and completes any reporting requirements.
• Processes and maintains employment verification and child support documentation.
• Reconciles and processes monthly benefit invoices; communicates payroll changes and discrepancies with human resources.
• Files and reconciles required federal and state payroll reports (W-2s, quarterly 941s, unemployment reports and paid family medical leave reports).
• Assists with Accounts Receivable and Accounts Payable as needed.
• Performs facility security and maintenance duties, including opening and closing facilities/buildings, and cleaning assigned area(s) of facilities
• Serve as a notary public.
• Serving at City Hall Information Desk including answering phone calls and assisting customers
• Providing administrative support to the City Manager, City Council, Deputy City Manager, City Clerk, and/or other personnel/departments, as needed.

Knowledge and Skills

Knowledge of

• Research and reporting methods;
• Procedures, policies, and practices in assigned area of responsibility;
• Principles and practices of public sector accounting;
• Customer service principles;
• Applicable Federal, State, and Local laws, rules, regulations, codes, and/or statutes;
• Strong mathematical principles;
• Modern office procedures, methods, and equipment;
• Basic filing and recordkeeping principles;
• English language, grammar, and punctuation.

Skills

• Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel) and records management software;
• Analyze and resolve problems with strong critical thinking skills;
• Designing and preparing reports and forms;
• Excellent written and verbal communication skills;
• Proofreading and editing documents;
• Ability to work independently, manage multiple priorities, and meet deadlines with minimal supervision;
• Performing mathematical calculations;
• Typing correspondence, memos, vouchers, and/or other related information;
• Assembling and organizing data and information;

Qualifications

Minimum Education: High school diploma or G.E.D Minimum Experience: 2 years of accounting, payroll processing, reporting, or reconciliation experience. Equivalency: An equivalent combination of education and experience closely related to the duties of the position may be considered. Required Licenses/Certifications: None. Desirable Qualifications:

• Additional education in accounting or finance, business administration or related fields.
• Experience in payroll and accounting software. Banyon experience strongly preferred.
• Experience working in finance in a City or County government.