Administrative Assistant
Position Level: Non-Exempt
Reports to: Deputy Controller
Position Summary
Provides administrative, financial, and operational support for the Finance Department and Margerum City Hall. Coordinates daily office operations, maintains departmental records, financial documentation, supports communication with staff, elected officials, and the public, and ensures efficient administrative processes that contribute to the department's overall effectiveness.
Essential Job Functions (including but are not limited to)
- Coordinates daily administrative operations of the Finance Department and Margerum City Hall.
- Serves as the primary point of contact for visitors, residents, vendors, and partner organizations by answering phones, responding to inquiries, and providing customer service.
- Maintains departmental records and documentation in accordance with applicable policies, procedures, and records-retention requirements.
- Collects and processes fees, payments, registrations, and facility reservation transactions.
- Reconciles daily transactions.
- Maintains a balanced cash drawer.
- Coordinates office purchasing activities and maintains inventory of office supplies and equipment.
- Supports special projects and departmental initiatives, as assigned.
- Maintains confidentiality of sensitive personnel, financial, and departmental information.
Education/Skills/Experience
- Associate’s degree in accounting, or a related field preferred OR three (3) years of related work experience in business/office administration.
- Will accept equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this position.
- Strong attention to detail, organizational skills, and adherence to deadlines.
- Strong interpersonal and customer contact skills.
- Strong written/verbal communication skills.
- Strong problem-solving and decision-making skills.
- Proficiency in data entry and 10-key.
- Listens effectively when others are speaking.
- Credible, responsive team player.
- Ability to learn, apply, and retain job-related procedures, systems, and processes.
- Effectively sets priorities and deadlines.
- Must be able to handle multiple interruptions and adjustments to priorities through the day.
- Demonstrates computer skills and aptitude. Highly knowledgeable in Microsoft Office including Word, Excel, PowerPoint, Outlook, and Teams. Experience using or willingness to learn: Enterprise ERP (formerly Munis) and CivicRec: Recreation Management Software.
- Ability to track and report on opportunities for improvement and success.
- Able to prepare a variety of reports.
- Ability to work with minimal supervision and work in a team environment.
- Ability to work with a diverse audience and stakeholders.
Work Schedule
This position is based on a standard work week of 37.5 hours, Monday - Friday. Occasionally this position requires attendance at meetings, conferences, and work sessions outside of normal business hours. These instances may include client meetings, public board meetings, or team collaborations that fall outside the typical schedule. Flexibility in these situations is necessary as it contributes to our commitment to our customers’ satisfaction and project success. Regular, predictable attendance is required.
Work Environment
Work is performed primarily in a professional office environment with frequent interaction with employees, elected officials, vendors, citizens, and other members of the public. This position is stationed at the reception desk and serves as the first point of contact for visitors and incoming telephone calls while also performing finance and administrative support functions.
The position requires prolonged periods of sitting and regular use of a computer, telephone, calculator, copier, scanner, and other standard office equipment. Duties involve frequent verbal communication, data entry, document preparation, filing, handling cash and checks, processing financial transactions, and maintaining confidential records.
The work environment is generally quiet to moderately busy but may involve frequent interruptions, competing priorities, and periods of increased activity, particularly during heavier financial cycles. The employee must be able to maintain professionalism, accuracy, and excellent customer service while managing multiple tasks in a fast-paced public-facing environment.
Occasional lifting and carrying of office supplies, files, or records weighing up to approximately 20 pounds may be required. The City will provide reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable law.
Physical Requirements
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.
- Ability to remain in a stationary position (sitting or standing) for extended periods while performing administrative duties.
- Ability to frequently operate a computer, keyboard, calculator, telephone, copier, scanner, and other standard office equipment.
- Ability to communicate effectively in person, by telephone, and through electronic communications with employees, vendors, elected officials, and members of the public.
- Ability to read, prepare, review, and accurately process financial records, reports, correspondence, and other written materials in both paper and electronic formats.
- Ability to frequently move about the work area to assist visitors, retrieve files, operate office equipment, and attend meetings.
- Ability to occasionally bend, reach, stoop, kneel, or crouch while accessing files, office supplies, or equipment.
- Ability to occasionally lift, carry, push, or pull office materials, files, paper, or supplies weighing up to approximately 20 pounds.
- Ability to maintain concentration, attention to detail, and accuracy while performing repetitive clerical and financial tasks in an environment with frequent interruptions and multiple competing priorities.
Certificates/Licenses
- Must be able to pass all applicable background checks
- Ability to be bonded
- Valid driver’s license and safe driving record
Pay: From $18.10 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
