Finance Assistant I

Position Summary

The Finance Assistant I is responsible for performing a variety of administrative, financial, clerical and customer service duties to support the Finance Director and Assistant Finance.

Essential Duties and Responsibilities

• Provides administrative support including data entry, filing, copying, faxing, e-mailing, and drafting, proofing, typing, and editing various correspondence and reports with efficiency and accuracy. 
• Assists with the coordination and preparation of agendas and information packets, checking materials for correctness in terms of order of documents, format/layout, and proofreading (grammar, spelling, etc.).
• May perform other department-specific administrative duties including transcription, scheduling, hardcopy/electronic notifications, database maintenance, budget preparation and maintenance, deposit reconciliation/cash handling, check request/expense report processing, processing of confidential information, meeting coordination. 
• Compose documents and edit written material using computer word processing software, from dictation or written copy.
• Oversee system and correspondence to public on behalf of department. 
• Perform clerical duties using a variety of software programs, including but not limited to point-of-sale, word processing, spreadsheets, and database programs. 
• Provide meeting support for such groups as Budget Advisory Commission. 
• Prepare, process, and distribute in-coming and out-going mail. 
• Monitor and order office supplies.
• Collect, organize, and maintain department data, projects, and other files. File documentation in the City’s central filing system and electronic records management system according to approved Records Retention Schedule and other approved procedures.
• Help ensure Finance information, policies, and procedures are updated on the intranet and city website.
• Help create the published financial books such as the Budget Book, CIP and CEP books. 
• Complete public data requests.
• Provide financial training to other city departments.
• Coordinate, create and submit all mandatory annual filings and certifications.
• Assist with completion of worker’s compensation, liability & property insurance applications.
• Perform other duties as assigned.
•  

Minimum and Desired Qualifications

Education
High school diploma or equivalent.

Experience
Three (3) years experience in accounts payable/receivable or general accounting.

Licenses/Certifications
None

Equivalency
An equivalent combination of education and experience closely related to the duties of the position MAY be considered. 

Knowledge, Skills and Abilities

• Knowledge and application of basic accounting fundamentals; ability to accurately and efficiently process invoices and work with vendors and departments to resolve payment issues.
• Maintained precision and thoroughness in all work tasks, data handling, and documentation.
• Skilled in analyzing, researching, and troubleshooting data; ability to exercise sound independent judgment in compliance with established policies, procedures, and practices.
• Skilled in organizing, multitasking, prioritizing work, and managing multiple assignments to meet strict deadlines in a fast-paced environment; ability to work independently with minimal supervision.
• Skilled in using Microsoft Office Suite applications (Excel, Word, PowerPoint, Outlook) and email software.
• Ability to clearly, concisely, and effectively communicate in both verbal and written formats; ability to accurately interpret and explain complex information.
• Ability to develop and maintain positive, professional working relationships at all levels, both inside and outside the organization, while providing customer service that meets or exceeds expectations.
• Ability to respect and maintain the confidentiality of sensitive material, issues, and projects in accordance with data privacy guidelines.
• Proven commitment to an inclusive workplace related to racial equity, diversity, and inclusion; ability to professionally exhibit cultural sensitivity, patience, and effectively collaborate with people from diverse cultural, socioeconomic, racial, and ethnic backgrounds.
• Embrace and engage in a cultural shift toward continuous improvement and operational efficiency.

Desired Qualifications

• Five (5)+ years of progressively responsible/successful experience in accounting or finance.
• Highly related experience performing accounting or finance functions for a government organization.
• Internship with a government organization within the finance area.
• Previous experience with Tyler/New World software application.s
• Previous experience working with people from various cultural, socioeconomic, racial and ethnic backgrounds.
• Fluency in Spanish, Hmong, Russian, Somali, Lao or Vietnamese language(s).

Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully and safely perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to fully and safely perform the essential duties.

Core business hours are set by departments based on operational needs.  Alternative schedules can be arranged, but must comply with the City’s Alternative Work Arrangement policy.

This is a full-time, non-exempt, non-union position with a standard eight (8) hour work day, Monday-Friday with normal office hours.

Office environment; exposure to computer screens; working closely with others, frequent interruptions.

Sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision and speech required.