Administrative Assistant - Finance

Posting number: 1002551

Department: Finance

Division: Finance Director

Job classification: Administrative Assistant - Finance

Posting type: Open

Categories: Accounting and Finance

Summary

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.

Examples of duties

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 

• Serves on committees as needed.
• Performs additional duties as assigned

Qualifications

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 r