Job Details

Administrative Assistant

This position provides administrative assistance to the Revenue Division within the Finance Department.

Major Duties and Responsibilities:

• Assists the Revenue Division with administrative activities; composes and sends memorandums and other correspondence; manages the division calendar; attends and participates in staff meetings; helps manage the division filing systems.
• Prepares miscellaneous cash receipts and forwards receipts to Cash Management for processing; maintains various spreadsheets for data entry and tracking purposes; corresponds with citizen requests via telephone, postal service, or e-mail.
• Assists with logging incoming and returned mail for Occupation Tax and Collections; distributes correspondence to appropriate staff for processing.
• Processes payment documents for approved refund requests as designated by the leadership team.
• Processes purchasing requests and supply orders as needed.
• Assists with monthly, quarterly, and annual occupation tax and collection processes by providing administrative and technical support as needed.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of relevant administrative policies and procedures.
• Knowledge of accounting, payroll, and computer operations.
• Knowledge of standard business mathematics.
• Knowledge of data entry and recordkeeping techniques.
• Knowledge of office administration practices and procedures, such as letter writing and the operation of standard office equipment.
• Knowledge of the operation of the Cisco phone system.
• Skill in report preparation.
• Skill in oral and written communication.

Minimum Educational and Training Requirements:

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Physical Requirements:

The work is typically performed while sitting at a desk or table. The employee must occasionally lift light objects. Additionally, the following physical abilities are required:

• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.

The work is typically performed in an office, library, or computer room.