Finance​/Payroll Assistant; AF

Job Title

Responsible for a wide variety of Financial and Payroll activities involving the processing of accounts payable and receivable, payroll processing, budgetary accounting, procurement processing, administrative projects, and any other related activities.

Scope and Judgment:
Performs professional office and administrative duties requiring good judgment and initiative to analyze, solve problems and process actions based on departmental and city policies and procedures. Exercises judgment and initiative in performing duties.

Supervision Received:
Position reports to the Finance Director, operating with limited supervision. Operates in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes own daily work plan based on regular routine and special assignments and only elevates concerns to supervisors when matters require interpretation or policy decisions.

Supervision Given:
Has no supervisory responsibility.

Essential Functions:

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Completes special projects as assigned. Maintains a variety of records, logs, and reports.

Follows and adheres to department, City and other government rules, regulations, policies, and procedures.

Runs various water billing, accounting and payroll reports and audits or gathers information for managers or supervisors as requested.

Reviews contracts for goods and services for inclusion of necessary documentation, certificates of insurance and corporate authority certificates. Verifies funds available and checks for accounting codes.

Works closely with several departments on maintaining proper procurement practices.

Reviews department expenses for accuracy and proper billing practices.

Assists with back-end payroll and accounting procedures as required.

Maintains a general knowledge of all payroll rules and regulations regarding legal standards, collective bargaining agreements, and city and department payroll policies. Maintains and organizes department records in compliance with legal and city requirements.

Maintains a strong understanding of the City's financial software and hardware and assists with implementation of related processes and troubleshooting issues as needed.

Must be responsible when accessing confidential information and must be able to maintain professional communication at all times. Must be able to handle high stress situations. Due to the nature of the role, the high importance to individual employees, the potential for misunderstandings, and the ramifications of errors, high stress situations such as quick deadlines and meetings with other employees or management may occur.

May be required to perform administrative duties for the department including taking notes or attending finance, billing, and payroll related meetings, ordering supplies, and any other related administrative duties. May be required to attend payroll training or training related to the City's financial information systems.

Performs other similar duties as required and directed.

Minimum Entrance

Qualifications:

Education, Training and

Experience:

Associate's degree (bachelor's preferred) and one to three years of finance/payroll related experience and/or training. Knowledge of administrative office procedures and the operation of office equipment such as personal computers and computer software, word processing and spreadsheet applications (demonstrated skill in the use of Microsoft Excel is required). Municipal experience is desirable, or any equivalent combination of education and experience. A strong commitment to public service required.

Knowledge, Ability and Skill:

Knowledge. Strong organizational skills and the ability to work under pressure. Proficient knowledge of office practices and procedures, equipment and clerical techniques, including a variety of software applications. Strong knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Knowledge of specific department operations.

Ability. Position requires the ability to comprehend the scope of laws, rules and regulations pertaining to specialty area. Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed statistics, records and data base. Ability to operate various types of office equipment. Ability to maintain confidentiality of information. Ability to organize clerical and statistical records. Ability to maintain detailed and extensive records and to prepare reports from same.

Ability to work effectively under time constraints to meet deadlines. Ability…