Administrative Assistant - Finance

City of Danville•Va 24541, VA

5h•Onsite

About The Position

Serves as department liaison for administrative functions; provides administrative support to management and various departments for finance needs. Assists with the day-to-day administrative support services for all Finance Divisions including Accounting, Real Estate, Purchasing, and Customer Accounts. Performs advanced administrative and technical work preparing and maintaining correspondence, documents and financial schedules needed for the City’s annual audit and bond issuances. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time. Serves as first point of contact for any customer complaints/issues that are escalated above the Director of Customer Accounts. Possesses the knowledge of how the City's tax and utility customer accounting software systems work in order to research and rectify customer issues. Attempts to resolve customer needs before escalating the issue to the Finance Director. Provides administrative assistance with the annual bond issuance and continuing disclosure requirements for all outstanding bond issuances. Assists with obtaining information for state and locality that is provided to credit rating agencies, as well as preparation and maintenance of legal documents related to bond issuances. Reviews and coordinates all customer refunds for utility accounts and tax accounts. Audits the refund submissions from Customer Accounts and imports the requests for refund check processing. Serves as the reviewer and custodian of all credit card charges by Finance Department employees. Audits the GL coding and appropriateness of each charge. Serves as the payroll clerk for three of the Finance divisions. Assists with annual audit of City by preparing confirmations for banks, utility customers, taxpayers, and loan recipients. Maintains the City website information for all Finance Department-related items. Serves as the custodian of the City's petty cash account. Prepares checks and reimbursement requests. Performs the monthly reconciliation of this account for the internal auditor. Assists the Finance Director in the renewal of annual contracts for the City's external audit, Cost Allocation Report, and DMV stop programs. Provides all administrative assistance needed for the Finance Department, including PAFs, disciplinary records, external correspondence, notary services, etc. ADDITIONAL DUTIES Serves on committees as needed. Performs additional duties as assigned

Requirements

Associate’s Degree, with knowledge of a specific vocational, administrative or technical nature, from a college, vocational or technical school
Four to six years of experience
An equivalent combination of education and experience may be considered
Valid Driver’s License with acceptable driving record according to City Criteria
Active commission as a Notary
Intermediate knowledge of standard situations and most significant aspects of the subject
Advanced ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents
Advanced ability to write editorials, journals, speeches, manuals, or critiques
Advanced ability to apply fundamental concepts of theories, work with advanced mathematical operations methods and functions of real and complex variables
Decisions regarding interpretation of existing policies may be made
Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions
Elements of persuasion may be necessary to gain cooperation and acceptance of ideas
Normally performs the job by following established standard operating procedures and/or policies
There is a choice of the appropriate procedure or policy to apply to duties
Performance reviewed periodically
Work requires advanced skills and knowledge in approaches and systems, which affect the design and implementation of major programs and/or processes organization wide
Independent judgment and decision-making abilities are necessary to apply technical skills effectively
Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry
Has responsibility for monitoring budget/fiscal expenditures for a work unit of less than department size or responsibility for fiscal management of capital project(s)
May recommend budget allocations
Performs essentially the same work as those directed
Includes oversight of quality, training, instructing and scheduling work
Work is sedentary in nature, requiring occasional light physical exertion
Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others
Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time
Regular and predictable attendance is expected
May frequently experience time pressure, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, and tedious or exacting work
May occasionally experience emergency situations and irregular work schedule/overtime
May rarely experience noisy/distracting environment
Typically requires use of standard office equipment and telephone, including computer and related hardware and software, and any other equipment as appropriate or required
The work is typically performed in an office environment, where there is rare exposure to electrical hazards
The employee is expected to use appropriate protective equipment for the assigned task; and any other equipment as apparent or assigned

Responsibilities

Serves as department liaison for administrative functions
Provides administrative support to management and various departments for finance needs
Assists with day-to-day administrative support services for all Finance Divisions
Performs advanced administrative and technical work preparing and maintaining correspondence, documents and financial schedules
Serves as first point of contact for escalated customer complaints/issues
Researches and rectifies customer issues using knowledge of tax and utility customer accounting software systems
Resolves customer needs before escalating to the Finance Director
Provides administrative assistance with annual bond issuance and continuing disclosure requirements
Assists with obtaining information for credit rating agencies and preparation/maintenance of legal documents related to bond issuances
Reviews and coordinates all customer refunds for utility and tax accounts
Audits refund submissions and imports requests for refund check processing
Serves as reviewer and custodian of all credit card charges by Finance Department employees
Audits GL coding and appropriateness of each charge
Serves as payroll clerk for three Finance divisions
Assists with annual audit by preparing confirmations
Maintains City website information for all Finance Department-related items
Serves as custodian of the City's petty cash account
Prepares checks and reimbursement requests
Performs monthly reconciliation of the petty cash account
Assists the Finance Director in the renewal of annual contracts
Provides all administrative assistance needed for the Finance Department
Serves on committees as needed
Performs additional duties as assigned