Administrative Assistant

The City of Brook Park is actively seeking highly motivated and competent individuals for the role of Administrative Assistant in the Finance Department.

The City offers a competitive salary along with longevity bonus, contributions to OPERS pension fund, Vacation / Sick / Personal time. This is a unionized position.

• longevity bonus
• contributions to OPERS pension fund
• Vacation / Sick / Personal time

Provides a variety of routine and complex clerical, administrative and technical work in the Finance Department.

Works under the close supervision of the Finance Director and Assistant Finance Director. Serves at the pleasure of the Director of Finance.

None

• Payroll services as required and directed by the Finance Director.
• Manages operations to achieve goals within available resources; plans and organizes workloads and staff assignments; trains staff when needed.
• Assists the Finance Director and Assistant Finance Director in the preparation of the annual budget; month-end or year-end closing of the accounting system; preparation of the City’s Annual Comprehensive Financial Report (ACFR); annual audit, prepares reports as requested by the external auditors and answers audit questions and resolves discrepancies; maintain bank account records including corresponding with banks on problem resolution as needed, analyze bank charges and advise of discrepancies as needed, and follow up on bank related matters as needed.
• Maintains the City’s fixed asset system on an annual basis, including accounting for additions, deletions and transfers. Prepare all necessary accounting and depreciation reports.
• Support the purchasing process of the city by reviewing purchase requisitions for conformance to state laws and preparing purchase orders for approved purchase requests.
• Produce reports for analysis on an ongoing basis.
• Prepare pay-in orders with account classification for posting to the General Ledger.
• Prepare journal entries including correction/adjusting entries for posting to the General Ledger.
• Perform internal audit functions as requested.
• Communicates plans, policies and procedures to staff and the public.
• Performs or assists co-workers in performing duties.
• Assist the Finance Director and Assistant Finance Director with any additional duties and assignments as needed.
• Attend meetings and serve on temporary committees as requests.
• Maintain and increase knowledge and skills through attendance at meetings, conferences and training seminars.

• Provides clerical support to the finance staff as required.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy and completeness.

• (A) Bachelor’s degree in accounting, finance, or a related discipline from an accredited college or university;
• (B) Three (3) or more years of Finance and Payroll or related experience, or
• (C) Any equivalent of education and experience, with significant municipal income tax experience substituting for post‑secondary education.
• (D) Working knowledge of applicable federal, state, and local statutes.
• (E) Ability to maintain confidentiality in finance matters.

• (A) Working knowledge of computers, and electronic data processing; working knowledge of modern office practices and procedures; working knowledge of governmental accounting principles and practices.
• (B) Skill in operating listed tools and equipment.
• (C) Ability to perform arithmetic computations accurately and quickly; ability to communicate effectively verbally and in writing; ability to establish successful relationships; ability to work under pressure and/or with frequent interruptions.

Personal computer including work processing and spreadsheet software; central financial software; payroll software and electronic time clock software, 10‑key calculator, phone, fax and copy machine.

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.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.