Administrative Assistant - Finance

Administrative Assistant - Finance Position

Position Open Until Filled

JOB INFORMATION

Job Title: Administrative Assistant

Department: Finance

Reports to: Finance Director

Location: City Hall

Civil Service: No

Bargaining Unit: Non-Bargaining

Pay Grade: General Pay Plan, Grade 5

FLSA Status: Non-Exempt

Overtime Status: Hourly, Paid Overtime

JOB SUMMARY

The Administrative Assistant provides administrative, clerical, financial processing, insurance claims administration, and records management support for the City of Marion Finance Department.

ESSENTIAL JOB DUTIES & RESPONSIBILITIES

Administrative and Department Support

Provide general administrative support, customer service, and document preparation for the Finance Department.

Schedule meetings, prepare materials, and maintain departmental calendars.

Assist with agenda memos, packets, minutes, and meeting documentation.

Maintain organized paper and electronic files; process departmental mail and office supply needs.

Support special projects, data entry, and document review.

Invoice, Revenue, and Accounts Receivable Processing

Enter invoices, revenues, receipts, and prepare accounts receivable billings.

Review supporting documentation, track outstanding receivables, and prepare deposits and revenue reports.

Coordinate with departments on coding, billing information, and payment status; maintain accurate financial records.

City Council Report and Payment Processing Support

Prepare documents for Council approval, including but not limited to claims and payment materials.

Assist with check runs, remittances, and mailing verification.

Maintain records related to claims, approvals, and payments.

Hotel/Motel Program Administration

Administer program reporting, payments, and documentation; maintain accurate records.

Communicate with participating entities and monitor deadlines.

Insurance and Vehicle Records Management

Maintain insurance and vehicle records, policy documents, schedules and renewal materials.

Coordinate certificates of insurance and asset updates; assist with claim processing and documentation.

Filing, Records, and Document Management

Perform clerical filing; scan, index, archive, and retrieve documents.

Support records retention, archival processes, and audit preparation.

Ensure records are accurate, complete, accessible, and confidential.

Customer Service and Interdepartmental Coordination

Respond to routine inquiries from departments, vendors, residents, and outside agencies.

Communicate clearly regarding financial transactions, insurance, and program matters; maintain confidentiality.

Website Administration and Public Information Support

Maintain and update Finance Department webpages; review content for accuracy and consistency.

REQUIRED KNOWLEDGE AND SKILLS

Exceptional customer service skills and professional phone manners.

Ability to maintain a high level of confidentiality.

Exceptional attention to detail.

Ability to balance a variety of tasks for multiple departments/divisions.

Ability to maintain an organized filing system.

Ability to understand and implement oral and written communications.

Ability to establish and maintain effective working relationships with the public and fellow employees.

Ability to keep and maintain department records in an organized and orderly way.

Ability to use computers, including word-processing, spreadsheet, and specialized financial software applications.

QUALIFICATIONS

High school diploma or equivalent required .

Two-year degree in accounting, business or related field of study preferred.

Any acceptable combination of education, training, and experience that provides the above knowledge, abilities, and skills may be substituted.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

Ability to bend, reach, climb, stoop and lift up to 10 pounds frequently. Occasional heavy lifting up to 50 pounds may be required.

Ability to read, speak, write and understand English to communicate effectively and professionally with fellow employees, Boards and the general public via telephone, in written form or face-to-face.

Ability to operate computer keyboard, calculator, telephone, photocopier, and similar electronic and manual office machines.

Ability to sit for long periods of time for typing and computer work.

Works in an office environment.

Works flexible hours and overtime when needed.

REQUIRED BACKGROUND CHECKS

Criminal Background Check

Registered Sex Offender Registry Check

Drug Screen