Temp Office Associate III

Under limited supervision, performs administrative/clerical/office activities to assist department management in administering programs and services offered to the community. Incumbents interact with the general public by providing information and assistance as it relates to the department's activities/services, rules and regulations that requires thorough knowledge of departmental policies, procedures, activities. Incumbents draw upon their knowledge of departmental functions, policies and procedures, etc., as well as precedent and past experience, to solve problems when handling new or unusual situations or when interacting with the public. Problems may require intermediate analysis and interpretation of data. Only the unusual cases, where there is no precedent established, are referred to a supervisor.

Performs higher level administrative support work, where there is some opportunity to reduce expenses and prevent loss through problem solving and high attention to detail. Does not supervise but may be asked to assist the supervisor by providing training or work direction to other support staff.  

Essential Duties and Responsibilities: 

1. Communicates and maintains working relationships with others in carrying out job functions.
   1. Greets visitors to the office and answers telephones;
   2. Frequently interacts with the public, vendors, others in the work unit, and across departments to exchange basic fact information as requested or as necessary; interactions occasionally involve the exchange of detailed and/or technical information where the ability to explain concepts is exercised;
   3. Using knowledge of department operations and procedures, resolves most public informational requests without referring them to a supervisor or other staff;
   4. Receives and responds to complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities, and rules regarding data privacy; may field escalated calls from less experienced staff;
   5. Refers issues and concerns to the appropriate party for resolution as necessary;
   6. Exercises courtesy in communicating with other members of the work unit to provide information relating to the work assignment and progress of work or to convey information about conditions or work-related needs.
2. Provides general administrative office support to the department head and/or department.
   1. Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately;
   2. Composes and/or types letters, forms, memoranda, and reports from abbreviated notes, tapes, and records;
   3. Intermittently transcribes and/or takes minutes of meetings;
   4. Prepares agenda items that pertain to the department for City Commission or other Board meetings; compiles packets for Commission/Board members to ensure all necessary information is present and in proper format;
   5. Serves as a resource for department staff in use of office software.
3. Performs general office support activities.
   1. Processes forms, application and other documents by reviewing forms for completeness, verifying information, performing necessary calculations, coding and entering data into a computer system;
   2. Makes copies of materials;
   3. Maintains an office filing system;
   4. Sorts and distributes mail;
   5. Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary.
4. Performs accounting clerical duties relating to department business.
   1. Helps department staff and/or managers with preparation of budget items such as gathering cost estimates, setting up spreadsheet exhibits, etc.
   2. Assists with monitoring the department's budget by compiling budgetary information from various sources, drafting budget documents, entering information into proper accounts and generating reports for supervisor's review;
   3. Assists in tracking grant funds for department purposes and works with finance department staff to account for grant fund uses;
   4. Prepares purchase requisitions received from department staff and submits for supervisor's signature;
   5. Manages the administrative credit card account for purchases made by department staff under appropriate budget codes;
   6. Reviews payroll entries for the staff and verifies data; does general department payroll input or serves as a backup for payroll.
5. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
   1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
   2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
   3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
6. Performs other duties and activities as assigned.

The job requires an associate’s degree and three or more years of previous administrative support experience involving information dissemination, records organization and retention or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.  A driver’s license may be required.
Knowledge, skills and abilities include:

• Requires the ability to compose business letters and to proof the work of others for grammar and organization;

• Requires math and algebra sufficient to set up spreadsheets with basic formulas;
• Requires basic knowledge of governmental administrative practices including budgeting, purchasing and records administration;
• Requires advanced knowledge of Microsoft Office applications;
• Requires excellent customer service skills;
• Requires strong attention to detail;
• Ability to establish and maintain effective working relationships with others.

Most work is performed in a normal office environment.  Work requires extensive use of a computer, telephone, and other office equipment. Work is generally light with considerable variety.  Lifting a box of paper is the heaviest work.  There is considerable attention to detail and deadlines.   Intermittent travel to other offices is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.
Activities include stooping, standing, walking, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.  

Light Work:  Physical demands are normally those associated with light work: Exerting up to 25 pounds of force occasionally and/or 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
The job may require dealing with individuals who are emotionally charged.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required.  To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.  The City Administrator retains the discretion to add duties or change the duties of this position at any time.

Finance Department Addendum
Job Summary:
Join the City of Fargo during a pivotal moment of transformation! The Temporary Office Associate provides short-term accounting support to the Finance Department during the City’s Enterprise Resource Planning (ERP) system implementation. This position is designed to maintain essential operational functions, including processing, reviewing, and preparing various fiscal items while permanent staff focus on ERP project activities, testing, and training.
This role is a temporary opportunity working 15-20 hours per week with an anticipated end date of February 1, 2027. The scheduled hours will generally be 3 to 4 hours per day Monday through Friday during our office hours of 7:45 AM to 4:30 PM. The duration of the role may be subject to change based on departmental needs and budgetary considerations.
Under supervision, performs fiscal processing in the areas of cash receipts, purchasing documents, accounts receivable, and procurement cards. Receive, review, process and prepare fiscal documents such as reports, purchase orders, vendor checks, receipts, invoices, and billing statements and responds to inquiries regarding such documents from other departments, vendors, customers, etc. This position acts as the first level of support for all departments regarding software and procedural questions for the above areas.
Scope of Responsibility:
The Office Associate is responsible for professional accounting duties under the general direction of the Accounting Supervisor.
Essential Duties and Responsibilities:

1. Enters cash receipts into the accounting system and verifies accuracy.
   1. Enters and posts all departments deposits into the general ledger;
   2. Retrieves and compiles data, prepares related lists and reports for the supervisor's review or for requested management reports;
   3. Completes the daily cash receipts reconciliation & review
   4. Scans cash receipts into imaging software
2. Performs accounts payable activities
   1. Scans checks and supporting documentation into imaging software every Thursday after check run
3. Prepares and processes accounts receivable billings, posts receipts, customer service and initiates collections.
   1. Produces billing statements and related documents in order to settle customer accounts including review of accounts and determining balance due;
   2. Posts payments to accounts receivable in accounts receivable system and monitors accounts to ensure they are up to date and assesses penalties according to established guidelines;
   3. Issues notices of delinquencies and/or termination of accounts;
   4. Creates aging reports for departments;
   5. Reconciles customer accounts, when necessary;
   6. Reviews past due accounts, works with Accounting Supervisor on collection letters;
   7. Weekly invoice and monthly statement run;
4. Performs general office support activities.
   1. Processes forms, applications and other documents by reviewing forms for completeness, verifying information, performing necessary calculations
   2. Makes copies of materials;
   3. Maintains an office filing system;
5. Communicates and maintains working relationships with others in carrying out job functions.
   1. Frequently interacts with the public, vendors, others in the work unit, and across departments to exchange basic fact information as requested or as necessary; interactions occasionally involve the exchange of detailed and/or technical information where the ability to explain concepts is exercised;
   2. Using knowledge of department operations and procedures, resolves most public informational requests without referring them to a supervisor or other staff;
   3. Receives and responds to complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities, and rules regarding data privacy;
   4. Refers issues and concerns to the appropriate party for resolution as necessary;
   5. Exercises courtesy in communicating with other members of the work unit to provide information relating to the work assignment and progress of work or to convey information about conditions or work-related needs.
6. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
   1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
   2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
   3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
   4. Performs other duties and activities as assigned.

Minimum Qualifications:

• Associate's degree in Accounting or Business Administration and two or more years of relevant accounting experience, or the equivalent of both an associate’s degree and relevant work experience; or
• Current junior or senior enrolled in an accredited bachelor's degree program in Accounting, Finance, or a related field, or a recent graduate of such a program, with a cumulative GPA of 3.25 or higher and the ability to work 15-20 hours per week.

Knowledge, skills and ability include:

• General knowledge of accounting principles
• Strong analytical, organizational, and problem-solving skills with close attention to detail
• Strong computer skills with experience using various software, including financial systems, Internet, Zoom, Teams, Adobe, and Microsoft Outlook
• Ability to learn new systems and technologies with ease
• Ability to manage multiple priorities and meet deadlines
• Strong verbal and written communication skills

Physical Demands and Working Conditions

• Same as core description.