Administrative Support Coordinator (Wastewater)

City Of Chattanooga Career Site•Chattanooga, TN

2d•$28 - $38•Onsite

About The Position

The incumbent in this classification is to perform and/or oversee responsible bookkeeping, budgetary, purchasing and related administrative functions for an assigned department or large division. Duties and responsibilities may vary, depending upon department assignment. The Administrative Support Coordinator is a stand-alone position.

Requirements

High school diploma or GED; supplemented by college level course work or vocational training in accounting, bookkeeping, or related field required; supplemented by four (4) years of previous experience and/or training involving accounting, purchasing, bookkeeping or budgetary functions required; or any equivalent combination of education, training, and experience.
Ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations. Ability to communicate effectively with coworkers, supervisors, and the public, focus on routine interactions and receiving work direction; interpret data; communicate and utilize interpersonal skills to interact with internal departments, auditors, and external agencies. Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Responsibilities

Assists management with the monitoring of approved budget for department or large division; maintains financial records and related information; creates/modifies spreadsheets and files to facilitate departmental/division record keeping; enters and retrieves data from the computerized accounting system and/or departmental spreadsheets; tracks expenditures and monitors against allocated funds; works with the Finance Department to resolve any problems or discrepancies.
Prepares departmental payroll documents, financial statements, and other reports as required to report accounting activities and assist management in making decisions; reconciles bank statements.
Receives and processes invoices, billing statements and receipts for payment; submits to supervisor for approval; verifies authorization for purchases prior to payment; calculates totals to ensure compliance with budgetary requirements; posts to appropriate account; enters into appropriate accounting records; forwards to appropriate department for processing and payment.
Initiates billings for services rendered by the City; records invoice date, number and amount; receives payment and matches to appropriate invoice; indicates paid invoice; processes payments and submits to appropriate department; notifies supervisor of overdue invoices.
Assists with monitoring state and federal grant programs; processes monies received; compiles data and prepares reports for reimbursement and other purposes; apply monies to correct accounts; compiles data for yearly audit; maintains integrity and confidentiality of all information.
Oversees cash flow for undercover and investigative operations; prepares and distributes wages for operatives; ensures appropriate receipts and documents are procured from officers; verifies and balances receipts with accounting records; reports any discrepancies; maintains integrity and confidentiality of all records.
Composes, types and/or prepares various correspondence, letters, memoranda and specialized reports and documents for assigned department; reviews for accuracy and completeness; makes copies, faxes, and/or files for departmental use and future reference.
Maintains departmental databases; inputs information into computerized systems; ensures data is accurate and correct prior to being input; purges old information as required.
Performs other administrative duties such as, coordinating travel arrangements and tracking expenditures; receiving, sorting and distributing incoming and outgoing mail; scheduling and coordinating meetings as required by director; and serving as Notary Public.
Must meet regular attendance requirements.
Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
Performs other duties as assigned.