Business Services Specialist III

The City of Asheville is seeking qualified applicants for the position of Business Services Specialist III at the Asheville Fire Department. The purpose of this classification is to provide specialized administrative and accounting support to the Asheville Fire Department.

Processes 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.

Processes 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 the accounting system for payment; prints, verifies, and submits for signature(s); and sends payments to vendors.

Processes 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.

Prepares and maintains departmental contracts: creates and/or maintains contracts, including change orders, amendments, leases etc.; compiles documentation required for contract compliance, such as certificates of insurance, Everify, 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.

Processes 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 hard copy records; and retains or destroys documentation in accordance with record retention rules, regulations, laws, and ordinances.

Performs 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.

Provides 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.

Communicates 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.

Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Associate degree in Accounting, Business, or a related field…