Administrative Assistant Public Works/Utilities Fiscal Services

Job Description

Job Description

Salary : $53,375 - $69,392

• EQUAL OPPORTUNITY EMPLOYER

The City of Jackson is committed to becoming a more diverse, equitable, and inclusive organization. We are dedicated to creating an environment that fully embraces all our differences and shared experiences.

THE CITY OF JACKSON IS CURRENTLY ACCEPTING APPLICATIONS FOR THE FOLLOWING FULL-TIME EMPLOYMENT OPPORTUNITY : Administrative Assistant Public Works / Utilities Fiscal Services Internal / External

General Summary : Under the direct supervision of the Public Works / Utilities Fiscal Supervisor, this employee performs complex and responsible accounting tasks relating to municipal finance including accounts payable, accounts receivable, department payroll, budgeting, purchase requisitions, federal and state reporting, and assistance with grant administration, basic or routine data entry, record keeping, file maintenance, and other clerical functions to support the Office of Public Works / Utilities Fiscal Services. This position requires accounting skills, data entry skills, excellent customer service skills, and the ability to work with a team or independently to meet deadlines.

Typical Duties :

1. Performs clerical and accounting-related duties to support the administration of the Public Works / Utilities Fiscal Services office, including accounts payable, accounts receivable, department payroll, budgeting, purchase requisitions, federal and state reporting, and assistance with grant administration, basic or routine data entry, record keeping, file maintenance, and other clerical functions.

2. Prepares accounts payables, including coding to proper GL accounts, balancing entry reports, and reconciling statements. Investigates any conflicting information and obtain proper authorization from various departments. Enters accounts payables in financial software.

3. Maintains employee timecard records, including entry of daily / weekly / biweekly timesheets, tracking leave balances, reconciliation of payroll-related reports, processing personnel action requests, and maintaining employee-related files, which may include privileged or sensitive information. Investigates any conflicting information, obtain proper authorizations, and submittals for appropriate approvals.

4. Prepares journal entries, verifies balance reports, and prepares budget progress reports as well as monthly and annual budget maintenance and reporting. Including the reconciliation of procurement cards per specified regulations and post to proper expense accounts.

5. Prepares and generates miscellaneous receivable invoices for customers, contractors, government entities, and other City departments for services, repairs, and utility charges, including property cleanup and weed mowing invoicing to property owners. Analyzes labor, benefit, overhead, equipment rental, and other direct costs and establish standard rates for invoicing.

6. Prepares purchase order requisitions to abide by the Citys procurement policy, ensures funding availability, and expenditures are posted properly for all of the department and its divisions.

7. Assists with the preparation of federal, state, and local grant applications and reports and assists with administering grant programs to include disbursements and allocation of funding sources. Works closely with outside funding sources for over 30 funds and hundreds of projects to track revenues and expenditures, and monitor grant and project budget requirements.

8. Assists with the preparation of Community Development Block Grant (CDBG) drawdowns for streets, sidewalks, and streetlight projects. Along with the accounting on state and federal special project accounts related to the department, including year-end accounting for major and local streets.

9. Maintains the departmental inventory of supplies and equipment, including purchases. Generates annual reporting of equipment to the state and makes necessary updates to equipment rental rates. Prepare and process adjustments for month-end and year-end inventory.

10. Assists with the preparation of the annual budget for Departmental funds and accounts to include detailed expense and revenue reporting, employee wage and benefit-cost analysis along with compiling the final budget requests for submittal.

11. Reviews and prioritizes incoming and outgoing mail and may independently draft correspondence or other documents as directed for the Public Works / Utilities Fiscal Services office.

12. Receives and screens telephone calls and visitors. Explains departmental procedures and operations and addresses complaints, inquiries, and requests for information from other departments. Follows up on complaints, correspondence, and transactions to ensure deadlines, schedules, and expiration dates are observed.

13. Assists with various special projects and programs particular to the Department of Public Works as assigned. Creates and maintains various databases and comprehensive record-keeping and filing systems, including the maintenance of confidential materials and information.

14. Performs related work as required and other duties as assigned.

The above duties are not to be construed as being a detailed description of all requirements. Such statements are descriptive and explanatory, but not restrictive, and do not preclude the assignment of other tasks of a related kind or character or of lesser skills.

Eligibility Requirements : Associate degree or its equivalent plus two (2) years of general office and accounting experience, or equivalent combination of job-related education and experience. Knowledge of accounting standards and procedures. Knowledge of the methods and approaches to modem office management. Skills in the use of general office equipment, including computers and related software and specialized financial software, and databases. Ability to perform mathematical computations with speed and accuracy. Skilled in verbal and written English language communications. Ability to work independently to initiate and assume responsibility without direct supervision, and exercise discretion related to the handling of confidential information. Ability to interact professionally and constructively with other financial professionals, administrators, other employees, elected officials, and the general public. Be proficient in the use of Microsoft Word and test proficient in Excel Software.

In addition to the above requirements, all city positions require the ability to read, write, speak, and understand the English language as necessary for the position; the ability to follow written and oral instructions; and the ability to get along with other employees and members of the public. City employees are also expected to possess and maintain a record of orderly law-abiding citizenship, sobriety, integrity, and loyalty as it pertains to and reflects upon their employment with the City. City employees must be physically and mentally able to perform the essential duties of their position without excessive absences.

Physical Demands : The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read both regular and small print, sit, use limited mobility in an office setting, use hearing to monitor conversations, use manual dexterity to type and enter data, and use sight to read and prepare documents and reports. The typical work environment of this job is a business office setting where the noise level is quiet or moderate.

It is the policy of the city to promote and encourage the recruitment, hiring, training and advancement of all persons and not to discriminate against any employee or applicant for employment because of religion, race, color, national origin, ancestry, age, sex, sexual orientation, gender identity or expression, familial status, marital status, source or level of income, height, weight, religious or political opinion, union affiliation, and physical or mental handicap unrelated to the individual's ability to perform the duties of a particular job or position.

Grade 2 / Salary : $53,375 - $69,392

Benefit Package :

Paid vacation, sick leave, personal days and holidays

Medical, dental, vision, and life insurance

Pension program

Healthcare savings plan.

Date Posted : February 4, 2025

Application Deadline : February 18, 2025

To Apply :

Visit the City of Jackson website at www.cityofjackson.org and view the Personnel and Labor Relations Department page.

Click on the job title you wish to apply for under job opportunities and submit your information to

include a resume. You will receive an email once you apply including the next steps.

Salary : $53,375 - $69,392