Finance Administrative Specialist - PART TIME

Position Summary

Performs administrative, technical, organizational and communication duties in support of the Finance Department, consistent with the organization’s values and mission statement.

• Assists with content and display of public outreach material on the City’s external Finance website. Collaborates with internal budget and revenue staff members to create content to help relay the City’s financial status and fiduciary oversight.
• Supports management of the department’s internal website (City Source pages) that assist the organization with messaging and scheduling of financial deadlines, trainings, and documents.
• Supports production of print material that may be circulated to the public and/or to leadership within the organization.
• Assists with coordination of Finance department events, including scheduling, communication, and promotion.

• Greets and assists visitors that approach the Finance window in City Hall; answers, screens, and transfers calls as appropriate; coordinates responses to customer requests and inquiries.
• Supports policy and procedures associated with adhering to records management policies for both physical and digital documents; coordinates annual document destruction and filing efforts.
• Coordinates all office supply and computer replacement needs for the department; gatekeeper for issuance of the department’s bus passes.
• Organizes meetings and conference room.

• Coordinates and supports the organization’s purchasing card program, including review of new card requests, validating purchasing limits at issuance, ensuring signatures on consent forms, researching fraudulent purchases and cancelling cards, and more.
• Assists the Finance Director with the review process associated with the annual senior low‑income property tax rebate program during May/June each year.
• Assists with organizing and supporting the annual sales tax (food tax) rebate program between January and May each year, including obtaining a voter registration list from Pitkin County, coordinating databases with IT support to track new electronic applications, updating external website to reflect the acceptance period, reviewing submitted applications for completeness and whether all requirements are met, and completing a summary report on final awards.
• Back‑up support for daily cashiering services for breaks and during extended periods of approved leave for that position; includes learning to support customers with real estate transfer tax (RETT) questions and payments, accepting and posting monthly utility billing payments, and accepting employee housing payments; may also be trained as back‑up for accounts payable technician duties.
• Assists the accounting team with routine journal entries for posting monthly expenditures or transfers.

• Supports and models the City of Aspen organizational values:
  Service, Partnership, Stewardship, and Innovation.
• Other duties as assigned.

Service: Provides service with excellence, humility, integrity, and respect in daily work; builds trust by listening; treats people with respect; acknowledges opportunities for improvement; and follows through with commitments.

Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.

Stewardship: Balances social, environmental, and financial responsibilities; evaluates the impact of decision making on a thriving future for all.

Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen’s unique culture, opportunities and challenges.

Communication: Knowledge of effective and appropriate communication; ability to use knowledge effectively in various contexts which may require oral, written, visual and non‑verbal communication.

Interpersonal: Works to develop strength in interpersonal skills; has the ability to work well with diverse groups of people, both inside and outside the organization.

Technology: Demonstrates technology skills sufficient for the nature and level of position; demonstrates a…