What are the responsibilities and job description for the Administrative Level II - Finance position at Town of Windsor (CO)?
Hiring Range: $21.52 - $23.41 hourly
Work Schedule: Generally, 40 hours per week –Monday-Friday; and after-hours meetings and problem resolution.
NATURE OF WORK
As a member of the Finance Department, individuals in this position provide intermediate-level, semi-skilled administrative support to the Finance Department in support of the department’s mission, visions, goals, philosophies, and initiatives. The Administrative Level II - Finance supports the department and management team by acting as a department information resource with considerable independence including critical, complex, or sensitive public contact and vendor communication, and other clerical duties such as maintaining files, creating, and maintaining databases and spreadsheets, and email and phone correspondence. The Administrative Level II - Finance is expected to work independently, handle confidential information, and act as a liaison between various departments.
The individual in the Administrative Specialist – Finance position is responsible for clearly articulating town information, assisting, guiding, and educating businesses and taxpayers during the licensing process, accurately collecting, balancing, and recording monies for various town services within the department, and supporting administrative functions such as, but not limited to, answering phones and greeting visitors, scheduling and coordinating meetings, preparing communications such as memos, emails, invoices, reports and other correspondence, creating and maintaining filing systems, both electronic and physical, writing and editing communications, from letters to reports and instructional documents. Most importantly, the individual solves problems and responds with tact, composure, and courtesy even when encountering contentious circumstances and assists individuals who may be experiencing significant stress.
Individuals in this position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Employment Opportunity policy.
SUPERVISION RECEIVED
The Administrative Level II - Finance works under the direct supervision of the Accounting Manager to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.
SUPERVISION EXERCISED
No supervisory responsibilities or control exercised.ESSENTIAL JOB FUNCTIONS
The individual in the Administrative Level II - Finance role is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties with or without reasonable accommodations.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:
Administrative Support:
Depending on organizational need, additional duties may include the following:
Materials and equipment used include, but may not be limited to the following:
Work Schedule: Generally, 40 hours per week –Monday-Friday; and after-hours meetings and problem resolution.
NATURE OF WORK
As a member of the Finance Department, individuals in this position provide intermediate-level, semi-skilled administrative support to the Finance Department in support of the department’s mission, visions, goals, philosophies, and initiatives. The Administrative Level II - Finance supports the department and management team by acting as a department information resource with considerable independence including critical, complex, or sensitive public contact and vendor communication, and other clerical duties such as maintaining files, creating, and maintaining databases and spreadsheets, and email and phone correspondence. The Administrative Level II - Finance is expected to work independently, handle confidential information, and act as a liaison between various departments.
The individual in the Administrative Specialist – Finance position is responsible for clearly articulating town information, assisting, guiding, and educating businesses and taxpayers during the licensing process, accurately collecting, balancing, and recording monies for various town services within the department, and supporting administrative functions such as, but not limited to, answering phones and greeting visitors, scheduling and coordinating meetings, preparing communications such as memos, emails, invoices, reports and other correspondence, creating and maintaining filing systems, both electronic and physical, writing and editing communications, from letters to reports and instructional documents. Most importantly, the individual solves problems and responds with tact, composure, and courtesy even when encountering contentious circumstances and assists individuals who may be experiencing significant stress.
Individuals in this position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Employment Opportunity policy.
SUPERVISION RECEIVED
The Administrative Level II - Finance works under the direct supervision of the Accounting Manager to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.
SUPERVISION EXERCISED
No supervisory responsibilities or control exercised.ESSENTIAL JOB FUNCTIONS
The individual in the Administrative Level II - Finance role is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties with or without reasonable accommodations.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:
Administrative Support:
- Provide high-level customer service to the Finance Department, as well as other town department heads, employees, vendors, and residents.
- Performs a variety of support functions for the Finance Department, including but not limited to answering phones, returning calls, arranging meetings, communicating information from the Finance team to other staff and departments, filing, preparing forms and records, ordering supplies, composing correspondence, presentation preparation, preparing mailings, creating and/or proofreading letters, memos, and documents.
- Efficiently and effectively schedules and organizes activities electronically and in person, involving numerous participants for meetings, conferences, events, and other activities.
- Collect, review, and analyze data; prepare reports, charts, and presentations using word processing, Communicates with the general public, other Town employees, management, and taxpayers. Responding to questions, obtaining, and providing information, and explaining and interpreting rules, regulations, practices, and policies.
- Special Event/Short Term Rental Application coordination.
- Provides customers with handouts such as license applications, related copies of the code and information sheets.
- Prepares and maintains routine accounting/financial records via data entry and balances transactions to department spreadsheets and computerized records. Organizes and files source documents including sales tax returns according to accepted practices.
- Collects and accurately processes payment of licensing fees and/or taxes; validates and enters transaction information into computer system. Posts payments to appropriate accounts; issues appropriate licenses.
- Generates and issues appropriate notices, adjustments, determinations, and letters.
- Answers questions and assists customers in person, by telephone, and in response to email inquiries or other correspondence.
- Draft and distribute reports, memos, and other communications; screen calls and respond to inquiries.
- Performs a wide variety of correspondence via personal contact, email, and telephone; responds to requests for information in a timely manner; shows accountability and follows up with requests, as appropriate.
- Supports a service culture of two-way dialogue and ensures all internal clients, as well as division/department employees, receive timely and relevant information.
- Coordinate and manage assigned projects, ensuring timely completion and adherence to guidelines.
- Reconciles Finance expenses, compiles accounts payable/receivable payment requests and reconciles the department’s credit card accounts. Performs weekly invoice batches for Finance.
- May cross train with accounts payable technician and revenue generalist in the areas of accounts payable/receivable and sales tax collections and reporting.
Depending on organizational need, additional duties may include the following:
- May serve as staff representative to various committees depending on organizational needs.
- May be involved in special projects that are directly or indirectly related to essential job functions.
- Consistently work safely, report, and address safety concerns in a timely manner.
- Performs other duties as assigned.
- Ensures assigned tasks are completed on a daily basis and meets established deadlines.
- Continues educational and certification requirements in order to remain abreast of current methods and procedures.
- Assisting other departments/divisions as necessary.
- Minimum of two (2) years of relevant professional administrative experience; experience in a government, public-sector, or fast-paced extensive public contact environment preferred.
- Minimum high school diploma or equivalent.
- Previous cash handling, accounting, and customer service experience highly desirable
- Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions
- Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards
- Must have excellent Microsoft Office (Word, Excel, PowerPoint) skills.
- Reasonable understanding of accounting and budgeting process required.
- Strong written and verbal communication skills with the ability to effectively communicate and interact with all levels of personnel, clientele and visitors of the Town of Windsor.
- Working under pressure and meeting deadlines is essential.
- Ability to communicate effectively with employees and various facility users in order to establish and maintain positive working relationships
- Ability to receive and respond to customer inquiries, requests and complaints with tact, discretion and diplomacy.
- Ability to maintain confidential records and discussions with Director and department managers.
- Demonstrates pride, enthusiasm, and positive attitude in dealings with customers
- Must have the ability to operate a variety of standard office equipment, e.g. copier, fax machine and personal computer.
- Ability to handle telephone calls and walk-ins in a courteous and professional manner, with a variety of people and temperaments in potentially stressful/high-volume situations.
- Demonstrated personal effectiveness, credibility, thoroughness, flexibility, and collaboration skills in adhering to and advancing the town’s vision, mission, and values
- Must be able to demonstrate the ability to learn computer application systems/software, with or without reasonable accommodation.
Materials and equipment used include, but may not be limited to the following:
- Equipment: Position requires use of various equipment including staff vehicles, computers/tablets/other digital equipment, calculators, copiers, printers, fax machines, multi-line telephone systems, RecTrac and Springbrook software systems.
- Materials: Position requires use of a variety of materials: N/A
Salary : $44,762 - $58,115
