Administrative Assistant; Financial Services

The Administrative Assistant provides high-level administrative and executive support to the Director of Financial Services and to the department's management team. This is a deadline-driven role at the center of the department's operations, handling confidential information.

FLSA Status:
Non-Exempt

• Manage the Director's calendar; schedules and coordinates meetings, interviews, and departmental events;
• Screen and route incoming telephone calls, email, and correspondence;
• Draft responses on the Director's behalf;
• Prepare agendas, briefing packets, and presentation materials for departmental, City Manager, and City Council meetings;
• Reserve and set up meeting space and manage logistics for departmental functions and training;
• Serve as the department's primary point of contact and liaison for other City departments, external auditors, vendors, and the public;
• Coordinate travel arrangements, registrations, and professional membership renewals for departmental staff;
• Collect, compile, and organize information from departmental and citywide sources for inclusion in the department's publications and reports;
• Build, format, and maintain complex Excel workbooks, including linked schedules, pivot tables, and charts;
• Convert data into clear tables, charts, and PowerPoint presentations for technical and non-technical audiences;
• Assemble, format, and version-control draft publication materials in Adobe InDesign and Microsoft Office;
• Track production schedules and review cycles for recurring departmental publications and monitor deliverable due dates;
• Proofread documents for accuracy, consistency, formatting, and adherence to style and publication standards;
• Enter and track requisitions, purchase orders, and contract records in the Tyler Munis ERP system;
• Monitor approval workflow and resolve routing exceptions;
• Process invoices, check requests, petty cash requests, and travel and expense reimbursements;
• Verify receipts, coding, and supporting documentation;
• Enter departmental payroll and time records into the City's electronic payroll system and resolve discrepancies with Human Resources;
• Compile prior-year expenditure history and other financial information requested by the Director;
• Run standard reports and queries from Munis to support departmental operations and information requests;
• Maintain the department's electronic and physical filing systems in accordance with the North Carolina Records Retention and Disposition Schedule for municipalities;
• Compile and assemble documentation requested by auditors, City departments, and the public, including public records requests;
• Handle confidential and sensitive financial, payroll, and personnel information with discretion;
• Notarize City documents as required;
• Respond to inquiries from citizens, vendors, and City staff courteously and promptly, representing the department and the City professionally at all times; and
• Perform related duties as assigned.

Associate's degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school and

Two years of progressively responsible secretarial experience that has included providing office and administrative support to management

Administrative support experience in a local government, public sector, or accounting/ finance environment is preferred.

• Administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Principles and processes for providing customer service.
• Electronic equipment, and computer hardware and software.

• Communicating effectively in writing as appropriate for the needs of the audience.
• Understanding written sentences and paragraphs in work related documents.
• Talking to others to convey information effectively.
• Time management

Valid North Carolina Driver's License required

Notary Public or ability to obtain within 60 days of hire