Finance Assistant

This position is responsible for assisting the Finance Director with the financial management of the City, ensuring accurate, timely and objective financial data, maintaining accurate records, responsive customer service, monitoring and updating financial systems, processes and internal controls. This position assists in various administrative functions including budget development and management, document preparation, records management, purchasing, contract administration and project/event planning/coordination.

This position will focus on Payroll and Benefits Administration but also be responsible for other duties in Customer Service, Accounting and Clerical Support.

Primary Job duties: (Essential functions are identified by an *; percentages indicate estimated amount of time spent on each duty area - percentages include ranges as employees are required to be cross-trained in all areas of work performed in the department)

1. Accounting (10-50%) Enters data to record financial transactions, process checks and maintain records of the City’s budget, appropriations and various financial accounts* Reviews records of transactions and reconciles with account statements; researches and resolves discrepancies to ensure accuracy and completion of records* Processes accounts receivable and accounts payable; reviews requisitions, purchase orders, invoices and appropriations to ensure accuracy and compliance; enters data to maintain records of financial transactions and to process payments* Prepares bank deposits; counts checks and cash, reconciles discrepancies with receipts/records, prepares deposit slips and delivers deposits as needed* Prepares monthly bank account reconciliations and investment summary reports* Processes employee payroll; enters data to record hours worked, rate increases, leave accrual/utilization and to process bi-weekly paychecks; audits all rate increases, leave accruals and other payroll records and assists state examiners during annual audit to provide information and documentation for payroll testing* Processes Recreation receipts, Building Department Payments and Public Works Payments* Processes income tax receipts including Regional Income Tax Agency (RITA) bimonthly income tax distributions, large employer self-collection and State of Ohio direct pays, annual reconciliation of total collections, communication with RITA regarding income tax penalty abatement requests* Assists with preparation of annual tax and city budgets* Assists with preparation of annual and semiannual reporting to the State and other agencies* Annual coordination of information to the state auditors, and follow-up reporting of final audit to various agencies, including EMMA* 2. Utility Billing (10-30%) Prepares and processes monthly and final utility bills* Coordinates efforts with Public Works employees to confirm utility readings and coordinate establishment or discontinuation of utility services* Reviews utility bills and readings; reconciles discrepancies as needed and records changes* Receives payments from utility customers and enters data to post payments to utility accounts* Prepares and delivers daily deposits and reconciles discrepancies* Performs collection activities: reviews records to identify delinquent accounts; processes routine collection notices, communicates with customers, monthly non-payment utility shut-offs and coordinate with collection agencies to collect delinquent payments, or assess property for unpaid utilities* Processes credit card transactions and bank transfers, AR box payments and input and process ACH payments* Works with area agencies to confirm and process utility assistance payments and CARING fund assistance* Coordinates the Budget Billing Program* 3. Payroll and Benefits Administration (10-30%) Processes routine forms and applications, unemployment insurance claims, new hires, retirement and terminations, unemployment, employment verifications/references, ACA tracking and reporting and other related to benefits or compensation* Collaborates with the Human Resources Administrator to ensure effective benefits administration* Administers the City’s benefits programs including health insurance, life insurance, COBRA, unemployment and various other employee benefits programs* Conducts employee orientations and coordinates meetings to provide information and education regarding various employee benefits and programs* Responds to questions or concerns regarding benefits coverage and procedures; researches inquiries as needed to address supervisor and employee concerns* Liaisons with representatives of various insurance and health care providers, and third-party administrators* Processes contributions to various retirement funds and automatic deposit accounts; liaisons with various agencies or financial institutions involved in processing deposits and contributions* Administers collective bargaining agreement provisions regarding compensation and benefits, and assists Finance Director in collection and preparation of information for labor contract negotiations* Tax reporting monthly, quarterly and yearly for all federal, state, local and school district taxes, including W2s, 941s, ODJFS, 1094 and 1095s* Processes invoices for benefits coverage and services including health care, unemployment insurance, workers’ comp insurance, COBRA coverage and other related services; reviews invoices to ensure accuracy of benefits enrollment data* 4. Customer Service (20%) Answers telephone (and retrieves messages) for calls from employees, utility customers, residents, businesses, etc., and calls for the Finance Director* Greets customers, visitors and employees; provides assistance as needed* Provides assistance regarding billing, collection and service termination procedures and provides information regarding community organizations for utility assistance* Responds to requests for assistance, inquiries and complaints; researches issues to respond to questions and resolve complaints* 5. Clerical Support (5-10%) Performs routine office procedures including typing, filing, data entry, copying, faxing, receptionist and customer service duties* Composes, types, edits, copies and distributes correspondence* Completes routine forms, documents and applications Receives, stamps and distributes incoming mail; processes outgoing mail* Establishes and maintains current and accurate department files and records* Assists in procurement of department materials and supplies; researches product sources or catalogs; contacts vendors; processes routine purchasing paperwork Operates standard office equipment including computer, adding machine, copier, fax machine, postage machine, etc.* Maintains capital asset inventory, additions, deletions, and transfers* Processes all insurance-related items, including maintaining files, forwarding claim information to the city insurance provider, processing annual insurance renewal application* Oversees the E-check requirements and reporting and processes license plate applications for all city vehicles* Annual disposition of finance records according to the current records retention policy* Preparation of daily computer system backup and storage as per the disaster policy* Assists in maintaining the telephone system* Performs other related duties as required* 6. Miscellaneous (5-10%) Assists Finance Director as needed with various projects and special assignments* Attends meetings and training as needed or directed to maintain current awareness of the job requirements* Performs other duties as may be assigned or required*

Minimum Qualifications:

Requires a high school diploma or GED, and at least five (5) years of previous experience in a similar position; Bachelor’s degree in accounting preferred. Or an equivalent combination of education and experience which provides the skills and abilities necessary to perform the job. The position requires a valid state of Ohio driver’s license. Required Knowledge, Skills and Abilities:

Knowledge of financial software and basic office and financial recordkeeping procedures Ability to perform various mathematical functions including addition, subtraction, multiplication, division and calculation of percentages and averages Ability to establish and maintain effective working relationships with supervisor, co-workers, other City employees and members of the public Ability to perform routine office procedures including typing, filing, answering telephones, copying, faxing, business writing and provide effective customer service Ability to multi-task and perform work in an environment that includes regular disruptions and distractions Ability to communicate effectively in both verbal and written forms Ability to provide exceptional customer service Ability to establish and maintain accurate and current records and reports Ability to maintain confidentiality Ability to enter data and effectively utilize standard computer software programs including word processing, spreadsheet and financial recordkeeping systems Knowledge of City and Finance department policies and procedures including but not limited to purchasing, payroll, utilities and collections Knowledge of generally accepted accounting principles, rules and regulations of the State Auditor’s Office, pertinent policies, procedures, regulations and professional standards of government accounting and municipal finance and established operating procedures Knowledge of City operations #J-18808-Ljbffr