Finance Assistant Jobs

About The Position

Requirements

• High School graduate or GED required.
• 3 years experience pf progressively responsible administrative, clerical, and/or financial experience required.
• Knowledge of budgeting, financial tracking tools, and City financial/payroll systems.
• Knowledge of contractual agreements and purchasing practices.
• Strong written and verbal communication; ability to interact professionally with staff, volunteers, boards, and the public.
• Ability to plan, organize, and manage multiple tasks in a fast‑paced environment while meeting deadlines.
• Ability to discern and maintain confidentiality.
• Competence with Microsoft Office, Excel, PowerPoint and database‑driven systems; ability to learn new technologies.
• Ability to compile and analyze data and prepare accurate reports.
• Ability to develop efficient administrative processes and solve operational problems independently.

Nice To Haves

• Associate Degree or higher preferred.
• Experience in public facility and/or municipality environment preferred.
• Notary Public certification preferred.

Responsibilities

• Collects, inputs, reconciles, and analyzes financial data for preparation of departmental reports and budget updates.
• Assists in preparing annual budget requests and inputs data into the financial software system.
• Processes purchase orders, invoices, check requests, petty cash, vouchers, payments, and refunds as needed.
• Manages purchasing card review, approvals, and dispute resolution.
• Maintains financial records for all assigned funds across the consolidated department.
• Manages inventory and selects/purchases office and operational supplies in accordance with City accounting practices.
• Manages departmental contract administration, working with City Attorney, and City Manager to ensure accurate implementation, renewals, and compliance.
• Supports specialized contract needs in coordination with Purchasing, including software, point of sale systems, etc.
• Ensures timely processing of timecards and provides follow‑up and support to staff and supervisors.
• Enters new employee information, tracks employee changes, and generates required reports.
• Schedules meetings; prepares agendas, meeting notes, and departmental communications; updates procedures and manages filing systems.
• Provides frontline response to public and internal inquiries regarding programs, policies, operations, and projects.
• Supports office management including supply management, breakroom upkeep, , and customer service responses as needed.
• Prepares and coordinates City Council packet items.
• Manages department USPS bulk mail permit, FedEx/UPS services, and mail distribution.
• Serves as secretary to applicable Finance commission preparing agendas, minutes, packets, and maintaining regular communication with members.
• Supports and manages technical capabilities during meetings, ensuring smooth operation and quick issue resolution.
• Participates in leadership team meetings and supports project coordination.
• Assist with CORA requests for the department.
• Maintain department Sharepoint sites and assist the Communications Department with website updates as needed.
• Coordinates facility use, rentals, scheduling, and support for department events and meetings.
• Supports special events and interdepartmental initiatives as needed.
• Supports weekly deposits and resolves issues with Accounting/Purchasing.
• Gathers and compiles data; prepares reports, summaries, and recommendations for leadership teams.
• Monitors, facilitates, and compiles data and prepares reports as requested or required for Finance.
• Assists in special projects, department functions, meetings, and events as assigned.
• Performs other duties as assigned.

Benefits

• Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
• A Dedicated, exclusive Employee Health and Wellness Center
• Discounted Chilson Center passes
• Paid vacation, holidays, floating holidays, and medical leave
• Flexible spending including Dependent Care
• Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
• Retirement 401a, 457, Roth (pre-& post tax) and company match
• A Comprehensive Employee Assistance Program
• Voluntary 529 College Invest program
• Tuition Reimbursement
• Employee Referral Program
• Personal and Professional Development opportunities
• Employee Recognition Program
• Exceptional work-life balance
• Market based pay & regular performance reviews
• Local Government employment is eligible for Public Loan Forgiveness Program