Financial Specialist III - Police

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• Base Pay $48,000.00 - $52,000.00 / Year
• Employee Type Full Time/Non-Exempt
• Required Degree High school
• Manage Others No

Description

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performs accounts payable functions for the South Bend Police Department, including invoice processing, payment requests, and vendor communications.
• Serves as backup for payroll processing and UKG functions during the absence of the Senior Financial Specialist.
• Provides administrative and logistical support to sworn and civilian personnel, including assistance with supplies, body-worn cameras, equipment issuance, and gear collection.
• Prepares, reconciles, and delivers departmental deposits; maintains accurate tracking records.
• Creates and processes purchase requisitions and purchase orders within the DFO financial management system.
• Distributes purchase orders to vendors and departmental staff and follows up on outstanding or unreconciled purchases.
• Maintains financial records, invoices, purchase documentation, reimbursement files, and other department records in accordance with established procedures.
• Audits invoices for accuracy and ensures compliance with purchase orders and departmental purchasing requirements.
• Collects and prepares documentation required for vendor setup, including W-9s and new vendor applications.
• Reviews vendor statements, researches discrepancies, and communicates with vendors to maintain accurate accounts.
• Processes employee reimbursement requests and submits documentation for payment.
• Administers departmental fuel card issuance, verifies receipts, tracks expenditures, and reconciles transactions.
• Collaborates with the Director of Financial Services to identify appropriate funding sources and monitors account balances to ensure sufficient funding levels.
• Monitors inventory and supply levels and informs the Director of Logistics and Purchasing of purchasing needs and replenishment requirements.
• Assists the Director of Logistics and Purchasing, Support Sergeant, and Support Division Chief with administrative, financial, and logistical projects.
• Serves as backup to the Executive Administrative Assistant in the Chief’s Office when necessary.
• Answers telephone calls and responds to inquiries from vendors, officers, City employees, and the public.
• Provides general administrative support to departmental personnel.
• Assists with special projects, events, and operational needs as required.
• Maintains confidentiality of sensitive personnel, financial, and law enforcement information.
• Manage multiple assignments, prioritize workload, make informed decisions, and work effectively both independently with minimal supervision and collaboratively as an engaged member of a team.
• Performs other duties as assigned.

N/A

• Thorough knowledge of accounts payable, purchasing, and general administrative procedures. Familiarity with billing a plus.
• Strong attention to detail and accuracy, particularly regarding financial transactions and recordkeeping.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to organize, plan and prioritize work, developing specific goals and plans to accomplish work.
• Ability to exercise sound judgment and maintain confidentiality of sensitive information.
• Strong organizational, planning, and problem-solving skills.
• Ability to communicate professionally and effectively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with employees, vendors, government agencies, and the public.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Working knowledge of Adobe Acrobat and electronic document management systems.
• Customer service skills with the ability to work effectively with diverse populations.
• Knowled…