Administrative Assistant To Finance Director

Positions Available: One (1)

$15.50 per hour - GENERAL RESPONSIBILITIES - Under the supervision of the Finance Director, the Administrative Assistant has the direct responsibility of providing administrative support to the Finance Department. 

Duties include, but not limited to, the following:

• Assist with budget process.
• Prepare correspondence, reports, and materials for publications and presentations.
• Maintains general and subsidiary ledgers and journals.
• Assists in the preparation of financial, accounting, and statistical statements and reports.
• Assist other accounting staff and departmental management in the preparation of reports; gather and organize data.
• Create journal entries, debits and credits; records receipts and balances to City's accounting system examines and records financial transactions and charges to proper departmental account. 
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Conducts research, and compiles and types statistical reports.

SKILL REQUIREMENTS

• Time Management -- Managing one's own time and the time of others.
• Mathematics -- Using mathematics to solve problems.
• Reading Comprehension -- Understanding written sentences and paragraphs in work related documents.
• Active Listening -- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Active Learning -- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Judgment and Decision Making -- Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Learning Strategies -- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Clerical -- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Copy, fax, type and file forms, letters, scanning documents email messages and other documents
• Customer and Personal Service -- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Impressive telephone etiquette. 
• Great communication skills as well as ability to work with others in close manner. 
• Exceptional computer skills, good organizing and planning skills. 
• Able to deliver excellent customer service, externally and internally. 
• Able to maintain confidentiality. 

DESIRED MINIMUM QUALIFICATIONS 

• BBA – Accounting / Associate’s Degree preferred
• Ability to write routine reports and correspondence, ability to add and subtract, ability of apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  
• Clerical daily operational experience.
• Knowledgeable in Microsoft Office programs.
• Current Texas Driver’s license.

WORKING CONDITIONS AND PHYSICAL CAPABILITIES

Work is performed in an office setting. The following physical capabilities are required:

• Hand-eye coordination and fine manipulation skills to operate computers and various office machinery 
• Good listening skills 
• Ability to occasionally lift up to 50 pounds 
• Ability to attend evening and weekend meetings 
• Ability to sit for long periods

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position.  As the City’s demands change so will the essential functions of this position.