OFFICE ADMINISTRATOR I - ASSESSORS

OFFICE ADMINISTRATOR I - 1130

GRADE - 111

PAY RANGE - $26.62 - $37.95/hr - plus a comprehensive benefits package

GENERAL STATEMENT OF DUTIES:

Provides administrative support within the area of fiscal, budgetary, and human resources administration or related in a City Department; performs directly related work as required.

DISTINGUISHING FEATURES OF THE CLASS:

The principal function of an employee in this class is to ensure professional standards are used in the administration of all assigned Departmental functions. The work is performed under the supervision and direction of an assigned Administrator, Board and/or Department Head but extensive leeway is granted for the exercise of independent judgement and initiative. Supervision is exercised over the work of employees in Accounting, Engineering Technician and/or Customer Service Representative and related support function activities. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with other City employees, business organizations, and the public. The principal duties of this class are performed in a general office environment.

Traffic Department: Position may require the handling of hazardous wastes.

Assessing: Duties related to State Board of Tax and Land Appeals; Computer Assisted Mass Appraisal System (CAMA).

EXAMPLES OF ESSENTIAL WORK:

• Administers fiscal management functions within the Department, including overseeing expenditures and revenues, payroll processes, financial analysis, accounting, budget development and administration, and related;
• Oversees and participates in plans for the procurement of monies from outside funding sources, including community services, grant development and administration, and related;
• Coordinates the implementation of new computer systems and related technology in the Department;
• Prepares specialized analytical reports relating to a core function of a Departmental operation for use in policy development and evaluation of existing programs and initiatives;
• Administers special events; provides education to the public regarding city ordinances on special events, liaises with six city departments and event coordinators, licenses events that meet requirements, maintains citywide documentation and event calendar, represents department at meetings regarding special events;
• Develops proposals for departmental purchases; procures goods and services for the department and facilities;
• Handles documents related to purchasing cards; approves and assigns all transactions to the appropriate general ledger line item;
• Participates in policy development with the Department Head and other Departmental managers as requested;
• Assists in coordination and integration of human resources tasks;
• Monitors and reviews financial reports including accounts payable and receivable;
• Troubleshoots accounting problems and errors;
• Reviews and audits postings to the general ledger; performs account reconciliations and related analysis;
• Communicates with internal finance team regarding annual audit;
• Performs special projects and project management as assigned;
• Provides guidance and demonstrations to new employees in similar positions;
• Keeps supervisors informed of work progress, issues, and potential solutions;
• Attends meetings and training to stay current on relevant practices and developments;
• Responds to citizen inquiries courteously and promptly;
• Coordinates regularly with others to enhance interdepartmental efficiency; and
• Performs additional duties as required by the classification.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• Thorough knowledge of Generally Accepted Accounting Principles;
• Thorough knowledge of financial office procedures and practices;
• Thorough knowledge of the functions of assigned Department or specialty area within City government;
• Thorough knowledge of accounts payable and payroll processes;
• Thorough knowledge of budget preparation within a municipality;
• Ability to interpret accounting reports and records and to analyze accounting data for control and reporting purposes;
• Ability to handle confidential and administrative information with tact and discretion;
• Ability to supervise, train, and evaluate the work of others;
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Ability to understand and follow oral and/or written policies, procedures and instructions;
• Ability to prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate or quickly learn to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Integrity, ingenuity, and inventiveness in the performance of assigned tasks.

ACCEPTABLE EXPERIENCE AND TRAINING:

• Graduation from an accredited college or university with a Bachelor’s Degree in Public Administration, Business Administration, or a closely related field; and
• Three to five years of experience in office management, financial administration, and/or human resources operations and related; or
• Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.

REQUIRED SPECIAL QUALIFICATIONS:

• None.

ESSENTIAL PHYSICAL ABILITIES:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of materials in both electronic and hardcopy formats;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to turn, reach and grasp repetitively;
• Sufficient strength and endurance, with or without reasonable accommodation to lift, carry, push, pull or otherwise move objects, through a full range of motion, up to 100 pounds occasionally, 50 pounds frequently and 20 pounds consistently;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to have access to various areas of the City.