Administrative Assistant (Financial Services)

The Administrative Assistant provides high-level administrative and executive support to the Director of Financial Services and to the department's management team. This is a deadline-driven role at the center of the department's operations, handling confidential information.

The person in this position manages the Director's calendar and correspondence, prepares schedules and presentation materials the department delivers to the City Manager and City Council, and gathers, compiles, and organizes information from departmental and citywide sources for use in the department's publications and reports, working in Excel, PowerPoint, and Adobe InDesign. The role also supports day-to-day financial operations in the City's Tyler Munis ERP system, including requisition and purchase order entry, invoice and travel reimbursement processing, and payroll data entry, and maintains the department's records so that information is accurate, secure, and readily retrievable for auditors, City leadership, and the public.

FLSA Status: Non-Exempt

• Manage the Director's calendar; schedules and coordinates meetings, interviews, and departmental events;
• Screen and route incoming telephone calls, email, and correspondence; 
• Draft responses on the Director's behalf;
• Prepare agendas, briefing packets, and presentation materials for departmental, City Manager, and City Council meetings;
• Reserve and set up meeting space and manage logistics for departmental functions and training;
• Serve as the department's primary point of contact and liaison for other City departments, external auditors, vendors, and the public;
• Coordinate travel arrangements, registrations, and professional membership renewals for departmental staff;
• Collect, compile, and organize information from departmental and citywide sources for inclusion in the department's publications and reports;
• Build, format, and maintain complex Excel workbooks, including linked schedules, pivot tables, and charts;
• Convert data into clear tables, charts, and PowerPoint presentations for technical and non-technical audiences;
• Assemble, format, and version-control draft publication materials in Adobe InDesign and Microsoft Office;
• Track production schedules and review cycles for recurring departmental publications and monitor deliverable due dates;
• Proofread documents for accuracy, consistency, formatting, and adherence to style and publication standards;
• Enter and track requisitions, purchase orders, and contract records in the Tyler Munis ERP system; 
• Monitor approval workflow and resolve routing exceptions;
• Process invoices, check requests, petty cash requests, and travel and expense reimbursements;
• Verify receipts, coding, and supporting documentation;
• Enter departmental payroll and time records into the City's electronic payroll system and resolve discrepancies with Human Resources;
• Compile prior-year expenditure history and other financial information requested by the Director;
• Run standard reports and queries from Munis to support departmental operations and information requests;
• Maintain the department's electronic and physical filing systems in accordance with the North Carolina Records Retention and Disposition Schedule for municipalities;
• Compile and assemble documentation requested by auditors, City departments, and the public, including public records requests;
• Handle confidential and sensitive financial, payroll, and personnel information with discretion;
• Notarize City documents as required;
• Respond to inquiries from citizens, vendors, and City staff courteously and promptly, representing the department and the City professionally at all times; and
• Perform related duties as assigned.

Associate's degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school and
Two years of progressively responsible secretarial experience that has included providing office and administrative support to management 

Administrative support experience in a local government, public sector, or accounting/ finance environment is preferred.

Knowledge of:

• Administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. 
• Principles and processes for providing customer service.
• Electronic equipment, and computer hardware and software.

Skill in:

• Communicating effectively in writing as appropriate for the needs of the audience.
• Understanding written sentences and paragraphs in work related documents.
• Talking to others to convey information effectively.
• Time management

Valid North Carolina Driver's License required

Notary Public or ability to obtain within 60 days of hire