Administrative Assistant - Finance & Systems

Please Note:
This position is budgeted to have a start date no sooner than January 1, 2026.

Salary range is based on the 2025 salary schedule.

Under the direction of the Finance & Information Systems Directors, the incumbent will provide department-wide administrative support and office coordination duties to assure smooth, timely and efficient office operations for the department; relieve Directors and Managers of technical, clerical, and administrative duties.

• Plan and perform administrative support and office coordination duties; provide support to the department’s professional and technical staff. Maintain a comprehensive knowledge of program operations, projects, policies and procedures, systems, and staff assignments. E
• Provide clerical and administrative support for Department and Council Committees. Maintain and assemble information and documents; attend and record meetings as directed; prepare reports, agendas, correspondence, and other materials according to decisions and approved actions. Reserve meeting rooms for internal and external meetings. E
• Coordinate the department-wide schedules and calendars; schedule and arrange events, meetings, and travel details; coordinate the schedules of department personnel and attendees; setup rooms with required equipment; ensure access for attendees or public as needed, arrange facilities, lodging, and transportation as necessary. E
• Support the front counter including providing customer assistance; balance cash drawer and prepare bank deposit. Collect and receipt payments and assist customers as assigned. Record and summarize daily transactions. E
• Provide information on city codes, regulations, and procedures to other staff and the public; explain programs, and policies and procedures within the scope of authority; provide forms and review for accuracy and completeness and refer individuals to other staff and departments as necessary. E
• Research, collect, and tabulate data for department staff and the public related to programs and services provided. Prepare routing reports and charts and graphs on program activities. E
• Prepare, analyze and maintain a variety of financial data to assist the Finance director with special projects, including project scheduling, tracking, organizing, and performing independent research to create spreadsheets and prepare specialized reports. E
• Respond to and complete Public Records disclosure request for the department; participate as a team member in the City’s Records Committee and other various committees, groups, or task forces. E
• Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed. E
• Collect data, track cost of office supplies and purchases for manager review. Maintain record of department expenditures and run reports for department budget balance. E
• Monitor and update the department’s website pages and calendar. E
• Compose, prepare, and type a variety of correspondence, memos, reports, and other materials. E
• Open, categorize, prioritize, and distribute mail and other materials to appropriate personnel. Ensure the proper review and routing of materials. E
• Assist with the development and maintenance of internal controls, policies and procedures. E
• Perform general account analysis, petty cash transactions, bank deposit validations and cashiering services. E
• Perform other administrative tasks as needed to ensure continuity of operations with the Finance and Information Systems Department. E
• Perform related duties as assigned. E

E denotes an essential function of the job.

• High School Diploma or GED
• A minimum of two (2) years of office clerical experience with an emphasis on finance is required.

OR

• A combination of education, training and experience that provides the candidate with the knowledge, skills, and abilities to perform the job.

• Basic accounting theories and principles preferred
• General cash handling procedures
• Modern office practices, procedures, and equipment
• Alpha and numeric filing systems
• Financial and statistical record keeping techniques
• Operation of a computer and computer software
• Word processing and publishing software applications used by the City
• Oral and written communications skills
• Telephone techniques and etiquette
• Applicable laws, codes, regulations, policies, and procedures

• Microsoft Excel
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Communicate effectively both orally and in writing
• Interpersonal skills using tact, patience, and courtesy

• Perform fiscal support duties with speed and accuracy
• Maintain and balance a cash drawer daily, process cash transactions with speed and accuracy
• Interpret, apply, and explain laws, codes, regulations, policies, and procedures
• Perform clerical accounting duties in the maintenance of assigned accounts
• Add, subtract, multiply and divide quickly and accurately
• Understand and work within scope of authority
• Establish and maintain cooperative and effective working…