To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
-
Performs accounts payable functions for the South Bend Police Department, including invoice processing, payment requests, and vendor communications.
-
Serves as backup for payroll processing and UKG functions during the absence of the Senior Financial Specialist.
-
Provides administrative and logistical support to sworn and civilian personnel, including assistance with supplies, body-worn cameras, equipment issuance, and gear collection.
-
Prepares, reconciles, and delivers departmental deposits; maintains accurate tracking records.
-
Creates and processes purchase requisitions and purchase orders within the DFO financial management system.
-
Distributes purchase orders to vendors and departmental staff and follows up on outstanding or unreconciled purchases.
-
Maintains financial records, invoices, purchase documentation, reimbursement files, and other department records in accordance with established procedures.
-
Audits invoices for accuracy and ensures compliance with purchase orders and departmental purchasing requirements.
-
Collects and prepares documentation required for vendor setup, including W-9s and new vendor applications.
-
Reviews vendor statements, researches discrepancies, and communicates with vendors to maintain accurate accounts.
-
Processes employee reimbursement requests and submits documentation for payment.
-
Administers departmental fuel card issuance, verifies receipts, tracks expenditures, and reconciles transactions.
-
Collaborates with the Director of Financial Services to identify appropriate funding sources and monitors account balances to ensure sufficient funding levels.
-
Monitors inventory and supply levels and informs the Director of Logistics and Purchasing of purchasing needs and replenishment requirements.
-
Assists the Director of Logistics and Purchasing, Support Sergeant, and Support Division Chief with administrative, financial, and logistical projects.
-
Serves as backup to the Executive Administrative Assistant in the Chief’s Office when necessary.
-
Answers telephone calls and responds to inquiries from vendors, officers, City employees, and the public.
-
Provides general administrative support to departmental personnel.
-
Assists with special projects, events, and operational needs as required.
-
Maintains confidentiality of sensitive personnel, financial, and law enforcement information.
-
Manage multiple assignments, prioritize workload, make informed decisions, and work effectively both independently with minimal supervision and collaboratively as an engaged member of a team.
-
Performs other duties as assigned.
SUPERVISION EXERCISED:
N/A
KNOWLEDGE/ABILITY:
-
Thorough knowledge of accounts payable, purchasing, and general administrative procedures. Familiarity with billing a plus.
-
Strong attention to detail and accuracy, particularly regarding financial transactions and recordkeeping.
-
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
-
Ability to organize, plan and prioritize work, developing specific goals and plans to accomplish work.
-
Ability to exercise sound judgment and maintain confidentiality of sensitive information.
-
Strong organizational, planning, and problem-solving skills.
-
Ability to communicate professionally and effectively, both verbally and in writing.
-
Ability to establish and maintain effective working relationships with employees, vendors, government agencies, and the public.
-
Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
-
Working knowledge of Adobe Acrobat and electronic document management systems.
-
Customer service skills with the ability to work effectively with diverse populations.
-
Knowledge of municipal government operations (City or County government), law enforcement organizations, or public-sector finance is preferred.
-
Ability to learn and utilize specialized software and departmental systems.
EDUCATION / QUALIFICATIONS:
-
High School diploma or equivalent education required.
-
College degree preferred or 3-5 years of experience with computers, office, accounts payable, and administrative procedures.
-
Familiarity with billing and experience in UKG and DFO strongly preferred.
CERTIFICATES, LICENSES, REGISTRATIONS
-
Valid Driver's License
-
Accounts Payable or Accounting Certifications a plus.
EQUIPMENT:
Phone, personal computer including word processing, spreadsheet and publishing software; copy machine; fax machine; calculator; binding machine
PHYSICAL DEMANDS:
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.
While performing the duties of this position, the employee is frequently required to communicate effectively, including talking and hearing, and to remain in a stationary position for extended periods of time. The employee must be able to move throughout the office, station, and other work locations, with or without reasonable accommodation. This may include travel to locations outside the building to support operational needs.
The employee is occasionally required to use hands and fingers to handle or operate office equipment and reach for materials. The employee may occasionally lift, carry, or move items weighing up to 25 pounds.
Specific vision abilities include close vision and the ability to adjust focus when working with computer screens, documents and detailed financial records.
WORK ENVIRONMENT:
The work is performed in a professional office environment with moderate noise levels and climate-controlled conditions. Occasional travel to City facilities, banks, or other locations may be required. There is frequent interaction with law enforcement personnel, City staff, vendors, and members of the public. The work environment is smoke-free.
UNION AFFILIATION:
N/A
REQUIRED:
-
Driver's License
-
Pre-Employment Drug Screening
-
Background Check
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at-will employer.
Essential Duty: Uphold Core Values
All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:
-
Excellence – Deliver high-quality service and strive for continuous improvement.
-
Accountability – Take ownership of responsibilities and outcomes.
-
Innovation – Seek creative solutions and embrace new ideas.
-
Inclusion – Promote a respectful, equitable, and welcoming environment.
-
Empowerment – Support and encourage others to grow and succeed.
This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service. These values shape our culture, inform our decisions, and inspire our work every day.
Equal Employment Opportunity & Diversity Statement
The City of South Bend is an equal opportunity employer. We do not discriminate or tolerate harassment based on race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. Employment decisions are based on qualifications, merit, and organizational needs. We value and celebrate diversity and are committed to fostering an inclusive workplace for all employees.
