Business Services Spec Iii

Purpose of Classification

The purpose of this classification is to provide specialized administrative and accounting support to the Asheville Fire Department.

• Process documentation pertaining to budget or general financial management: enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; maintains current balances for accounts; and maintains departmental petty cash funds.
• Process accounts payable documentation: receives, reviews, and verifies invoices, purchase orders, requests for payment, refunds, sales taxes, travel reimbursements, etc. for accuracy, completeness, and proper authorization; enters data into accounting system for payment; prints, verifies, and submits for signature(s); and sends payments to vendors.
• Process purchasing documentation: reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; reviews invoices, purchase orders or other documents for accuracy; researches discrepancies; assigns proper accounting/budgetary codes; obtains proper signatures; and forwards for payment.
• Prepare and maintain departmental contracts: creates and/or maintains contracts, including change orders, amendments, leases etc.; compiles documentation required for contract compliance, such as certificates of insurance, e-verify, terms of agreement, exhibits, signature sheets and other documentation; routes contracts for signature; enters, scans, and posts contract data and documents into computer system; notifies vendors; and prepares and maintains hard copy files.
• Process a variety of documentation associated with department operations within designated time frames and per established procedures; receives, reviews, records, types, and/or distributes documentation; manages database, such as updating and linking information; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records; and retains or destroys documentation in accordance with record retention rules, regulations, laws, and ordinances.
• Perform data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
• Provide administrative support to assigned department/division: answers phones; provides information and answers questions regarding department activities, services, forms, etc.; maintains cleanliness of office area; attends meetings; and participates in certification processes.
• Communicate with supervisor, other City employees, contractors, vendors, the public, outside agencies and organizations, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Operate a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operate general office or other equipment as necessary to complete essential functions.

• Associate degree in Accounting, Business, or a related field required; supplemented by four years of experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

• Data Utilization
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  Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
• Human Interaction
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  Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.
• Equipment, Machinery, Tools, and Materials Utilization
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  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude
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  Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information.
• Mathematical Aptitude
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  Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and…