Finance Operations Assistant

City of Springfield

FINANCE OPERATIONS ASSISTANT

Pay Grade: 27

FLSA Status: Nonexempt

Bargaining Unit: Nonunion

Benefits Summary

GENERAL DUTIES AND RESPONSIBILITIES

Under the general supervision of the Finance Director, or other department manager or supervisor, provides administrative and paraprofessional support of a fiscal nature, and coordinates program and/or sub-program areas. Performs related duties as required.

Essential Duties

1. Coordinates complex program/sub-program areas, Citywide budget preparation and monitoring, and administrative activities for the department, in accordance with general directives or department policy and procedures, and State Budget laws; participates, and may take the lead in, identifying and modifying department policies and procedures; provides backup for department managers and supervisors for tasks that include bank wire transfers, wire transfer confirmation, and similar internal control procedures.

2. Completes special projects that are assigned by the Finance Director, the Budget and Treasury Officer, or the Accounting Manager, by: gathering, compiling, and analyzing data; monitoring time tables and schedules; organizing sub-programs; and conducting the necessary follow-ups; performs tasks independently, as needed.

3. Administers the Citywide fees and charges review process, to include the development and preparation of legal resolutions and ordinances for Council review and consideration; coordinates the bankruptcy research and notification system.

4. Modifies, updates, and maintains the City's Salary and Benefit Forecasting System, which provides the basis for the City's Personal Services budget; identifies goals and objectives, manages project timelines, analyzes findings, and recommends courses of action regarding system integrity; provides technical support for salary and COLA projections in labor negotiations; crosstrains other staff as needed.

5. Coordinates the completion and production of the City budget document; prepares all graphical depictions of data, to include charts and templates; ensures that filing and advertising requirements are in compliance with state statutes; files and submits the finished budget document for the Government Finance Officers' Distinguished Budget Award competition.

6. Reviews specific budget funds to ensure that revenues and expenditures balance; resolves discrepancies by examining recent records of both factors, correcting entry errors, or adjusting the funds reserve balance.

7. Prepares and administers a budget for specific department programs and projects; prepares cost estimates for budget recommendations, and monitors and controls expenditures; performs financial analysis to support citywide, and/or department financial goals, operations, and processes, and produces charts, graphs, and financial reports.

8. Provides administrative support to the Director, Budget and Treasury Officer, Accounting Manager, other departments, and the public, on issues, policies, and practices; represents the department on various committees, groups, and task teams; assists the Director in scheduling and preparing for activities and events; may prepare correspondence and memoranda for the Director's signature.

9. May provide technical and functional supervision to temporary employees, or department support staff as needed; may provide backup for Administrative Services support staff as necessary.

QUALIFICATION REQUIREMENTS

General Knowledge, Skills, and Abilities

Thorough knowledge of modern office practices and procedures; considerable knowledge of the organization, functions, rules, procedures, and programs of a municipal finance department; considerable knowledge of the principles and practices of budget preparation and administration; knowledge of relevant federal, state, and local laws, codes, and regulations; knowledge of automated budgeting and financial systems and software applications, to include spreadsheets and databases; knowledge of the vocabulary, spelling, punctuation, graphics, and formats that are characteristic of the communication in a director's office, and required with the production and administration of a municipal budget document; knowledge of financial analysis methods, techniques, and procedures; ability to analyze problems, solutions, and consequences of proposed actions, and make recommendations; ability to utilize word processing, spreadsheet, and database systems sufficiently to perform assigned duties; ability to act independently and make decisions within the scope of the position; ability to maintain the confidentiality and professionalism required in a director's office; ability to train, give instructions, and review the work of employees; ability to analyze, interpret, and report financial information; ability to coordinate a variety of administrative, budgetary, and clerical functions in a multitask operation; ability to prepare, and publish, legal documents; ability to communicate effectively in oral and written formats; ability to work harmoniously with co-workers, other agencies, elected officials, and the general public, ability to travel as required.

Experience and Training

Completion, or the equivalent, of two years of college with coursework in business administration, finance, or accounting, and five years of experience in administrative support positions of increasing complexity that provided direct support to one or more managers, and one or more major organizational programs. Additional formal business training/education may be substituted for up to half of the required experience, or any combination of experience, training, and education that provides the required knowledge, skills, and abilities.

Licenses and Certifications

A valid State of Oregon Driver's License at the time of appointment

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