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