Under the direction of the Accounting Manager or designee, the Administrative Assistant for the Finance Department performs highly responsible clerical and administrative support work in carrying out the duties and activities of the department.

You will act as a departmental resource and will need to utilize considerable independence including critical, complex, or sensitive public contact.

THIS POSTING WILL CLOSE AT 11:59PM MST ON 11/15/2024. FOR CONSIDERATION, PLEASE ENSURE YOUR APPLICATION IS COMPLETE.

Hiring Range: $23.68/hr - $27.36/hr

ANTICIPATED WORK SCHEDULE:

This position is not eligible to work remotely. Full-time (Monday-Friday, 8a-5p, in-office); 40 hours per week with possible overtime hours on occasion.

Schedule may vary at times depending on specific needs.

DUTIES AND RESPONSIBILITIES: The list below is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

Finance Department Administration

Handles full range of clerical and administrative details, including word processing, spreadsheets, data manipulation, preparation of complex documents, database administration.
Answers high volume, multi-line phone system for questions regarding utility billing, payment options and transaction history.
Daily collection, sorting and distribution of Town mail; metering and transporting of outgoing mail items.
Transports deposits to the bank 2-3 times per week.
Accepts fees or payments, processes bank drafts, issues receipts and notices, and maintains ordinary records of transactions; Reviews and verifies online payments of utility bills.
Answers customer inquiries, explains Town utility policies and assists customers with payments and general questions.
Works closely with the staff regarding the processing of invoices, purchase orders, journal entries and overall maintenance of the department budget.
Solves routine problems and answers staff questions.
May manage smaller scale projects.
Handles inquiries from citizens regarding information and specific problems; handles and processes all routine correspondence, letters, and memos, drafting appropriate responses.
Establishes and maintains traditional and electronic record keeping systems and complies with all record retention policies of the Town.
Regularly assists the Town Hall Front Desk Administrative Assistant in greeting visitors and guiding them to their destination, accepting deliveries and answering the Town Hall main phone line.
May participate in or lead departmental committees as assigned.
Handles difficult customers with the use of de-escalation techniques on occasion.
Performs related work as required and assigned

MINIMUM QUALIFICATIONS:

High school diploma or equivalent (GED)
Three (3) years of administrative or advanced clerical experience

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

Knowledge of: Business English, spelling, punctuation, and mathematics; current office procedures and practices; Microsoft Office projects; municipal government operations such as building permits, sureties, etc.

Skills in: operation of office equipment such as copier, calculator, 10-key, fax machine; word processing and database/spreadsheet programs; independent decision making; customer service; carrying out a wide scope of duties; dealing with non-routine matters; reading, analyzing, and interpreting general business periodicals; writing reports, business correspondence, and procedure manuals; presenting information and responding to questions from groups of managers, clients, customers, and the general public.

Environmental Factors:

The work environment will be an indoor office environment. Employees must be able to tolerate looking at computer screens for extended periods (up to 8 hours) and work under fluorescent lighting. Normal hearing is necessary to communicate effectively in a standard office environment. The employee will encounter typical office noises.

Physical Factors:

Work duties will be performed indoors in a typical office setting, requiring 6-7 hours of sitting and/or standing in the same general location while working on a computer, talking on the phone, and completing other tasks at a desk. The workday will involve some moving from one location to another both in the office, to different areas within the facility, and possibly to complete errands such as going to the post office and/or bank. There is no requirements for running, climbing, or navigating uneven surfaces. The employee will spend seven hours of repetitive motions such as typing, answering phones, and using a 10-key calculator. Occasionally, objects weighing 5-10 pounds may need to be lifted, and reaching for objects is required, either above shoulder height or below knee level. Grasping activities mainly involve holding a pen and a computer mouse for 1-4 hours. There is minimal pushing or pulling of objects.

Town of Erie

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Administrative Assistant (Finance)