Administrative Assistant II - Finance

Job Title:                                   ADMINISTRATIVE ASSISTANT II

Department:                        Finance Department

Reports To:                          Director of Finance/Controller

Directs Work Of:                 NA

FLSA Status:                       Non-Exempt

Pay Grade:                          4

Created/Revised Dates     2014; 2015; Rev 12.17.2020; 01/05/2023

EEO-4 Classification         Administrative Support

Normal Work Hours:          8:30 a.m. to 4:30 p.m.

Normal Work Days:            Monday through Friday

Education/Experience       

Must possess at least a high school diploma/GED and a minimum of 4 years secretarial/administrative/accounting office support experience.   Prefer 1-2 year degree/certificate in administrative/clerical/accounting program.  Equivalent combination of education, skills and experience may be considered.

Position Summary
Under general direction from the Director/Controller, relieves the Director/Controller and department staff of a variety of clerical and financial administrative tasks by performing the following duties. 

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Provide claims and invoice processing and tracking.  Enter assigned claims and invoices into accounting software; assist/train other departments’ personnel with proper use of accounting software for entering their department claims and invoices; answer related questions. Maintain records of past due accounts, provide reporting and notify supervisor of delinquent accounts in arrears past 60 days or as defined by urgent city policy.

Provide various financial administrative tracking, billing and reporting support duties: Enter additional and transfer budget amendments; enter and track all Finance Department expenditures and budget; and on a monthly basis, track and bill for retiree insurance and restaurant revolving loans.  Compile various ad-hoc financial reports and conduct research for Controller.  Track credit card procurement.  Compile bank account statements and post interest from bank statements in BSA.  Deposit daily cash receipts to multiple banks for finance, sewer and parks department

Provide clerical administrative support to department.  Answer department phone, direct callers/visitors and distribute/prepare mail.  Answer questions and provide information to the public, contractors, vendors and City staff personnel.  Respond to public record information requests for financial records. Maintain records. Compose business letters, memos, emails and related department communications and correspondence. Manage and maintain the City’s postage machine and Finance Department supplies.

Provide backup/ad-hoc financial administrative support to department staff members as requested or as business needs require. Provide backup for Accounts Receivable and Accounts Payable.   Attend Board of Public Works Meeting in absence of Controller/Assistant Controller. 

These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related duties as required.

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Quality & Quantity - Demonstrates high degree of accuracy and thoroughness; Monitors own work to ensure quality and accuracy and Completes work in timely manner.

Planning/Organizing – Works independently and with minimal supervision; Prioritizes and plans work activities to complete work on time; effectively manages multiple priorities; Uses time efficiently; highly organized, ability to schedules other people and their tasks.

Communication – Ability to compile/write business and financial data reports, memos and related correspondence; communicates effectively with City employees and members of the public concerning department topics. Writes clearly and informatively; reviews work for grammar and spelling.

Interpersonal Skills - Resolves issues in positive/supportive manner, Maintains confidentiality; Listens to others without interrupting; Treats others with respect and consideration regardless of their status or position.

Teamwork - Balances department and individual responsibilities; establish and maintain cooperation and working relationships with those contacted in the course of work.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; and works well in group problem solving situations.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience  

Must possess at least a high school diploma/GED and a minimum of 4 years secretarial/administrative/accounting office support experience.   Prefer 1-2 year degree/certificate in administrative/clerical/accounting program.  Equivalent combination of education, skills and experience may be considered. 

Language Skills                                                   

Ability to read, analyze, and interpret general business periodicals, professional journals, and governmental regulations and routine financial reports.  Ability to write reports and business correspondence.  Has the ability to effectively present financial information and respond to questions from groups of managers, clients, customers, the media and the general public.

Mathematical Skills                                                           

Understands operational budgets, monitoring and the budgeting process. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Computer Skills                                  

To perform this job successfully, an individual should have thorough knowledge of financial software (BS&A), Microsoft Outlook email, calendar, and contacts; and Microsoft Excel and Word Processing software.

Licenses/Certifications

Requires maintenance of a current/valid driver’s license, job requires daily runs to the bank.

Other Skills and Abilities                                                  

Ability to operate common office equipment, postage machine, telephone, PC, calculator, copy machines, printers, faxes etc.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; talk or hear; and frequently required to use hands to finger, handle, or feel; and reach with hands and arms; and occasionally required to stand, walk, stoop, kneel, or crouch. The employee must occasionally lift and /or move up to 10 pounds.  The employee must have the ability to see and read information in written report form, computer screens, and obtain and maintain a driver’s license.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Working conditions are an office environment.  The noise level in the work environment is usually moderate. ,