Administrative Aide

Finance Department PART-TIME POSITION

Maximum of 20 HRS PER WEEK and 1,000 hours inafiscalyear

Under close supervision performs a variety of routine clerical tasks; provides assistance with routine and repetitive tasks in support of a city function or service; receives training and guidance in the more difficult tasks; and performs other related duties as required.

EXAMPLESOFESSENTIALDUTIES:
The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related similar duties.

• Assists the general public and city staff by providing basic information related to specific program areas of assignment.

• Assists with Processing and reconciling financial transactions using various manual and automated based systems.
• Assists with preparing and maintaining routine financial records, operating and statistical reports, schedules, logs, and correspondence for internal and external uses.
• Assists with connection and disconnection of water service for customers
• Assists with posting prepared journal entries to City’s financial records; assists with scanning water payments received on a daily basis; assists with counting cash drawer for daily use; assists with processing incoming non-scan payments; assists with processing and crediting monies to correct accounts; assists with logging prepared deposits for armored pickup.
• Assists customers and responds to account inquiries and related services; assists customers with payment plans or extensions; assists with logging and tracking insufficient checks from customers; assists other department clerks when indicated; prepares and distributes new customer information packets.
• Assists at the front counter, receives calls and emails; screens calls and visitors, and refers inquiries as appropriate to City Staff for further assistance as needed.
• Assists in reviews of complaints forms and calls and refers them to appropriate city staff for further assistance as needed.
• Provides basic information and forms to the public.
• Enters routine data from various sources into a computer and verifies the data for accuracy and completeness.
• Assists in maintaining accurate and up-to-date office files, records and other information, including manuals and resource material.
• Assists in processing mail, including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Assists in collecting payments whether in cash or credit and/or commercial checks and issuing receipts.
• Assists in issuance of receipts, refunds, and change.
• Assists in maintaining inventory of office merchandise and supplies in stock and reordering standard items or supplies needed for city office operations.
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms, including general correspondence, notices, reports, memos, and other documents.
• Operates a variety of office equipment including a computer, typewriter, copier, facsimile machine, and adding machine; learns to utilize various computer applications and software packages.
• Participates in cross-training and provides back-up to other internal staff; assists other office personnel with related administrative support functions.
• Establishes positive working relationships with city staff and the general public.
• Assumes responsibility for ensuring the position’s duties are conducted in a safe and efficient manner.
• Performs other duties as assigned.

Any combination of education and experience that may provide the required knowledge, abilities, and skills is qualifying.

Education:

A typical way is graduation from high school or an equivalent, supplemented by courses in office practices and procedures.

Experience:

Experience in clerical or administrative work may be substituted for the supplemental education requirement.

Basic office practices and procedures; correct English usage, including spelling, grammar, and punctuation; basic office…