BASIC FUNCTION:and#10;Provide a wide range of administrative management and office support for the Financial Services (FS) department. Provide full administrative support to the Chief Financial Officer (CFO) and Controller, limited support to the Treasury and Budget Manager. In addition, perform assigned technical duties in the Accounting division: print checks, maintain signature authorization files, and maintain fund verifications log.and#10;and#10;SALARY: 12 Aand#10;REPORTS TO: Chief Accountantand#10;POSITIONS SUPERVISED: Accounting Clerkand#10; Temporary Staffand#10;Typical Dutiesand#10;1. Coordinate, direct, and oversee all office functions. Provide technical work direction and oversee the work of all clerical staff to include training, input into employee evaluations, and other applicable employee-related actions. Prepare personnel action forms. Provide department-level orientation for all new Department employees. Schedule ergonomic evaluations for incoming staff. Update and maintain department-level orientation packet. Provide training on copiers and printers, maintain and troubleshoot these devices as needed.and#10;2. Perform all receptionist duties. Answer telephone calls and e-mail messages, field general questions, screen and direct calls, and take accurate messages. Greet customers at the front counter.and#10;3. Pick up, sort, and deliver all internal and U.S. mail twice daily.and#10;4. Responsible for acquisition of goods and services necessary for the Department's operations, including all books and subscriptions, training, travel, memberships, phones, computers, office furniture and equipment. Initiate and process all purchase requisitions, check requests, travel authorizations, payment authorizations, fund verifications, recodes, budget transfers, and signature authorizations. Reconcile p card transactions. Comply with applicable laws, policies, and procedures, including purchasing cardholder responsibilities.and#10;5. Make travel arrangements for all business trips taken by the Administration, Accounting, Health and Social Services, and Treasury/Budget staff.and#10;6. Regularly monitor the FS Administration's, Accounting's, and Treasury/Budget's computerized accounts in the Borough's financial management system, and ensure system data matches the actual transactions, activities, and input. Research discrepancies, initiate correction process, and follow-up to ensure corrections are made. Keep the appropriate managers apprised of the status of accounts for the Accounting, Administration, and Treasury/Budget divisions' budgets. Assist with development of the Department's annual operating budget.and#10;7. Organize, update, and maintain the Accounting library, including periodical updates. Track subscriptions and process renewals. Assist others in the use of the library for research purposes. Responsible for the system for checking out library materials to Borough employees.and#10;8. Responsible for the clerical compilation of the Borough's annual financial (ACFR) and single audits: prepare drafts of certain sections; design the layouts, covers, and tabs; coordinate the convergence of all sections and pieces. Produce and distribute the final publications in accordance with federal, state, SEC, other regulatory and internal requirements.and#10;9. Provide other audit support, as needed. Such support includes preparing all auditor letters to external vendors, financial entities, and contracted attorneys, preparing all memos to departments for documents and work papers required by the auditors, scanning and copying documents and work papers for the auditors, and providing administrative and clerical support to the auditors while they are on site.and#10;10. Serve as the department's records coordinator. Monitor the department's working and archived files for processing with the Records Management Division. Work with each functional area to ensure timely records transfers. Coordinate the destruction of warehouse and internal records per records retention schedule. Manage the allocation of storage space in the Accounting division's file rooms/areas, FS Administration, and Accounting suite, and warehouse storage cage.and#10;11. Prepare for review, as needed and as directed, updates to the department's web presence and intranet portal pages. Once updates are approved, publish the updates using the designated tools.and#10;12. Assist the Administration and Treasury/Budget divisions in the preparation, typing, coordination, and production, of the Borough's annual operating budget. Publish the final enhanced electronic version for the website.and#10;13. Create and update various computerized Financial Services' documents and forms, including signature authorizations, fund verifications, check requests, charts of accounts, and various other financial documents and forms. Provide instruction for their usage to end-users.and#10;14. Provide other clerical support such as: @type correspondence, memoranda, and forms using proper grammar, punctuation and spelling; complete and/or oversee scanning and copying duties; schedule use of the conference room.and#10;15. Perform capital assets custodial responsibilities for the FS Accounting, Administration, and Treasury/Budget divisions.and#10;16. Manage the tracking, editing, and final preparation of appropriating ordinances and fiscal notes.and#10;17. Perform all Borough check printing. Regular runs include vendor checks weekly; payroll checks bi-weekly (employees) and monthly (Assembly); and workers' compensation, general liability, and auto liability checks weekly. "Immediate pay," check processing is needed occasionally. Fold, stuff, mail or distribute all checks and related documentation such as personnel action forms, notices to employees, payment stubs, etc.and#10;18. Maintain signature authorization files in accordance with the auditor's requirements. Distribute completed and approved authorizations to the appropriate Borough employees in all affected departments.and#10;19. Follow all Borough policies and procedures for procurement, preparation, and routing of financial transaction documents, records management, check distribution, and ordinances.and#10;20. Order and maintain office supply inventory and forms inventory.and#10;21. May have to drive occasionally to preview supplies and materials for the ACFR publication, pick up office supplies, deliver compliance documents to meet filing deadlines, etc.and#10;22. Serve as back up for other clerical positions. Complete other duties as assigned.and#10;Position Requirementsand#10;MINIMUM QUALIFICATIONS:and#10;1. Associate's degree in Business, Office Management, or related field, or equivalent work experience. Three (3) years of administrative or office management experience. One (1) year of experience supervising or guiding support staff. Experience in finance or a government office is preferred. Bachelor's degree or professional certification (CAP or CPS) is preferred.and#10;2. One (1) year of computerized bookkeeping experience is required. Experience with governmental accounting, budgeting, and purchasing is preferred.and#10;3. Office support or office management experience working in any of the following environments is preferred: governmental finance office, large administrative unit, CPA or other similar professional firm.and#10;4. Demonstrated high level of proficiency in recent versions of Microsoft Word and Excel. Experience required includes mail merges, tables, field codes, linking, basic functions, etc. Extensive experience with Adobe Acrobat Professional is required. Experience with web page tools and design, desktop publishing (especially Microsoft Publisher) and the rest of the Microsoft Office Suite (Outlook, PowerPoint) are preferred.and#10;5. Ability to operate and trouble-shoot a variety of office m
