About the role
Administrative Assistant - Finance Position
Position Open Until Filled
JOB INFORMATION
Job Title: Administrative Assistant
Department: Finance
Reports to: Finance Director
Location: City Hall
Civil Service: No
Bargaining Unit: Non-Bargaining
Pay Grade: General Pay Plan, Grade 5
FLSA Status: Non-Exempt
Overtime Status: Hourly, Paid Overtime
JOB SUMMARY
The Administrative Assistant provides administrative, clerical, financial processing, insurance claims administration, and records management support for the City of Marion Finance Department.
ESSENTIAL JOB DUTIES & RESPONSIBILITIES
Administrative and Department Support
* Provide general administrative support, customer service, and document preparation for the Finance Department. * Schedule meetings, prepare materials, and maintain departmental calendars. * Assist with agenda memos, packets, minutes, and meeting documentation. * Maintain organized paper and electronic files; process departmental mail and office supply needs. * Support special projects, data entry, and document review.
Invoice, Revenue, and Accounts Receivable Processing
* Enter invoices, revenues, receipts, and prepare accounts receivable billings. * Review supporting documentation, track outstanding receivables, and prepare deposits and revenue reports. * Coordinate with departments on coding, billing information, and payment status; maintain accurate financial records.
City Council Report and Payment Processing Support
* Prepare documents for Council approval, including but not limited to claims and payment materials. * Assist with check runs, remittances, and mailing verification. * Maintain records related to claims, approvals, and payments.
Hotel/Motel Program Administration
* Administer program reporting, payments, and documentation; maintain accurate records. * Communicate with participating entities and monitor deadlines.
Insurance and Vehicle Records Management
* Maintain insurance and vehicle records, policy documents, schedules and renewal materials. * Coordinate certificates of insurance and asset updates; assist with claim processing and documentation.
Filing, Records, and Document Management
* Perform clerical filing; scan, index, archive, and retrieve documents. * Support records retention, archival processes, and audit preparation. * Ensure records are accurate, complete, accessible, and confidential.
Customer Service and Interdepartmental Coordination
* Respond to routine inquiries from departments, vendors, residents, and outside agencies. * Communicate clearly regarding financial transactions, insurance, and program matters; maintain confidentiality.
Website Administration and Public Information Support
* Maintain and update Finance Department webpages; review content for accuracy and consistency.
REQUIRED KNOWLEDGE AND SKILLS
* Exceptional customer service skills and professional phone manners. * Ability to maintain a high level of confidentiality. * Exceptional attention to detail. * Ability to balance a variety of tasks for multiple departments/divisions. * Ability to maintain an organized filing system. * Ability to understand and implement oral and written communications. * Ability to establish and maintain effective working relationships with the public and fellow employees. * Ability to keep and maintain department records in an organized and orderly way. * Ability to use computers, including word-processing, spreadsheet, and specialized financial software applications.
QUALIFICATIONS
* High school diploma or equivalent required. * Two-year degree in accounting, business or related field of study preferred. * Any acceptable combination of education, training, and experience that provides the above knowledge, abilities, and skills may be substituted.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS
* Ability to bend, reach, climb, stoop and lift up to 10 pounds frequently. Occasional heavy lifting up to 50 pounds may be required. * Ability to read, speak, write and understand English to communicate effectively and professionally with fellow employees, Boards and the general public via telephone, in written form or face-to-face. * Ability to operate computer keyboard, calculator, telephone, photocopier, and similar electronic and manual office machines. * Ability to sit for long periods of time for typing and computer work. * Works in an office environment. * Works flexible hours and overtime when needed.
REQUIRED BACKGROUND CHECKS
* Criminal Background Check * Registered Sex Offender Registry Check * Drug Screen
Compensation: Salary starting at $51,623