Administrative Assistant

3 weeks ago

Marion, United States Town of Marion Full time

Administrative Assistant - Finance

Town of Marion


Position Function:

This position is responsible for providing administrative and clerical support services for the Finance Department under the direction of the Finance Director for the efficient and effective operation of the department.


Duties and Responsibilities:

  • Provides administrative services to the Finance Department by performing a variety of administrative, technical, fiscal and clerical responsibilities
  • Interacts frequently with members of the public, vendors, Town Departments, State and outside agencies in person, over the telephone and via e-mail
  • Handles phone and email inquiries from taxpayers, members of the public, and businesses
  • Reviews, codes and processes all invoices, including school and veterans bills
  • Verifies, issues and registers accounts payable checks, processes and prints warrant for payment
  • Reviews expense documentation and ensures expenditures are processed in accordance with Town budget and municipal policies
  • Reviews, reconciles, and processes payments for Town credit card accounts
  • Processes police detail and insurance payments
  • Answers interdepartmental inquiries regarding account balances, payment of invoices, and all other accounting related issues
  • Assists vendors with payment inquiries, address changes or any other requests
  • Maintains current vendor register and verifies accuracy of required vendor forms
  • Manages inventory and ordering of office supplies
  • Facilitates maintenance of office equipment, including scheduling repairs
  • Prepares department correspondence and maintains accurate records and files
  • Performs other related duties as required


Preferred Qualifications

  • Associate's degree in Public Administration, Business Administration, Finance or Accounting or equivalent, preferred
  • Four years of experience in public sector finance and accounts payable or equivalent
  • Experience with MUNIS software


Required Qualifications

  • High School Diploma or equivalent
  • Two years of relevant municipal finance and accounts payable experience or any equivalent combination of education, training, certification and experience
  • Working knowledge of Microsoft Office Suite particularly Excel


Abilities: To communicate effectively both orally and in writing; understand and explain various types of correspondence, reports and media; maintain good public relations and maintain effective collaborative working relationships with Town departments, department heads, fellow employees, officials and the general public; to be diplomatic, professional and courteous when dealing with others, especially in contentious or confrontational situations; to meet deadlines and work independently and prioritize tasks;  to multi-task and provide excellent customer service.


Job Type: Full-time, pay based on experience


Benefits:

  • Dental insurance
  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insurance


Schedule: Monday through Thursday, 8am to 430pm and Friday from 8am to 330pm.

  • Work Location: On site

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