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