ADMINISTRATIVE ASSISTANT - FINANCE

JOB Department: Finance, City of Rocky Mount Job Summary: The Administrative Assistant II coordinates activities and provides administrative support for the department which requires an understanding of complex processes, data, and departmental operations; creates and/or maintains associated documents and databases, arranges/coordinates meetings and special events; updates supervisor of critical issues/events; provides detailed responses to requests for information; researches, reviews, and/or updates policies, procedures, and contracts; prepares and files required metrics and regulatory reports; and serves as administrative coordinator for various projects and processes.
EXAMPLE OF DUTIES Performs administrative and clerical functions for the Finance Department.
May supervise the work of other office staff, seasonal and/or temporary employees as assigned, providing guidance and direction as well as scheduling and monitoring the quality of work performed.
Maintains databases and oversees projects, tracks and provides status updates, and ensures reporting and projects remain on track, and deadlines are met.
Performs a variety of complex, specialized administrative and clerical functions requiring the application of city and/or department policies and procedures and the exercise of standards.
Updates master files, orders supplies and forms.
Maintains a variety of files and records, prepares and verifies all departmental invoices, and processes bills for payment.
Performs legal research, review of contracts, and policy and procedure updates.
Serves as department timekeeper and tracks and manages all personnel absence and vacation records.
Ensures that office equipment is maintained properly.
Answers incoming inquiries both written, and otherwise.
Reviews pending correspondence, conducts analysis, takes appropriate action, and responds appropriately in a timely manner.
Arranges and manages all inter-office schedules and appointments.
Prepares, maintains, and files daily correspondence, reports, directives, and legal notifications.
Assists department director in budget preparation and daily control activities.
Collects data for the budget, checks expenses, maintains fiscal, time and personnel records for the department.
Maintains a variety of files and records.
Records financial transactions of the department.
Prepares and verifies all bills, processes bills for payment and submits to director for approval.
Allocates appropriate funds.
Acquires and maintains records of purchase orders.
Submits monthly report to Auditor.
Collects fees and processes deposits.
Collects and summarizes data for special and periodic reports, updates master files, orders supplies and forms, prepares user policies regarding office procedures and operations for staff, writes and updates instructions, guidelines, and scheduled reports.
Exercises confidentiality in the performance of job duties, including knowledge of the content of personnel evaluations, organizational recommendations, legal documents, contracts, and comparable highly sensitive information.
Assures security of files, records, etc.
Composes correspondence involving application of established policies and procedures.
Independently responds to correspondence of a routine nature.
Performs a variety of secretarial duties for the department director, including arranging meetings, booking travel and accommodations, and maintaining confidential files.
Receives, opens, logs, sorts, and distributes mail.
Screens telephone calls and answers requests for information or routes to appropriate staff.
Orders supplies, maintains equipment and supply inventory, arranges maintenance and/or repairs.
Maintains calendar, schedules appointments/meetings, schedules staff development and makes necessary appointment arrangements.
Scans and maintains document files.
Performs work at assigned location during specified business hours.
Performs related additional duties as required and assigned.
SUPPLEMENTAL INFORMATION Knowledge of city programs, rules, and regulations.
Knowledge of technical legal requirements relating to Finance, Accounting, and Purchasing.
Knowledge of business English, composition, grammar, spelling, punctuation, and arithmetic.
Knowledge of purchasing and payment procedures.
Knowledge of bookkeeping and budgetary principles and practices.
Skill in typing to complete 60 wpm accurately and the ability to take sufficient notes at a meeting to prepare an accurate record of events.
Ability to use a variety of hardware and software including but not limited to Microsoft Word, Excel, Munis, and department specific systems.
Ability to apply new developments in office practices and remain informed on the director’s areas of responsibility to effectively communicate with people in contact with the director.
Ability to engage in and coordinate functions that require administrative skills, the ability to interpret and explain programs to others, and successfully achieve objectives.
Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, representatives from all levels of government, civic organizations, business professionals and the public.
Ability to project a positive, concerned image to the public.
Ability to communicate effectively orally and in writing, including the ability to understand and follow complex written and oral directions.
Ability to maintain confidentially sensitive files and records.
Supervisory Controls: The Director of Finance assigns work in terms of general instructions.
The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
Guidelines: Guidelines include customer service policies; the City of Rocky Mount Administrative and Personnel Policy Manuals; and department procedures.
These guidelines are generally clear and specific but may require some interpretation in application.
Complexity: The work consists of related administrative duties.
The variety of work to be performed simultaneously and the volume of work contributes to the complexity of the work.
Scope and Effect: The purpose of this position is to provide administrative support for the department.
Success in this position contributes to the efficiency of department operations.
Personal Contacts: Contacts are typically with other City personnel, vendors, auditors, elected and appointed officials, and members of the general public.
Purpose of Contacts: Contacts are typically to give or exchange information, resolve problems, and provide services.
Physical Demands: The work is typically while sitting at a desk or table or while intermittently sitting, standing, or stooping.
The employee occasionally lifts light objects.
Work Environment: The work is typically performed in an office.
Supervisory and Management Responsibility: None.