Administrative Assistant - Finance

Administrative Assistant - Finance Position
Position Open Until Filled
JOB INFORMATION
Job Title: Administrative Assistant
Department: Finance
Reports to: Finance Director
Location: City Hall
Civil Service: No
Bargaining Unit: Non-Bargaining
Pay Grade: General Pay Plan, Grade 5
FLSA Status: Non-Exempt
Overtime Status: Hourly, Paid Overtime
JOB SUMMARY
The Administrative Assistant provides administrative, clerical, financial processing, insurance claims administration, and records management support for the City of Marion Finance Department.
ESSENTIAL JOB DUTIES & RESPONSIBILITIES
Administrative and Department Support
Provide general administrative support, customer service, and document preparation for the Finance Department.
Schedule meetings, prepare materials, and maintain departmental calendars.
Assist with agenda memos, packets, minutes, and meeting documentation.
Maintain organized paper and electronic files; process departmental mail and office supply needs.
Support special projects, data entry, and document review.
Invoice, Revenue, and Accounts Receivable Processing
Enter invoices, revenues, receipts, and prepare accounts receivable billings.
Review supporting documentation, track outstanding receivables, and prepare deposits and revenue reports.
Coordinate with departments on coding, billing information, and payment status; maintain accurate financial records.
City Council Report and Payment Processing Support
Prepare documents for Council approval, including but not limited to claims and payment materials.
Assist with check runs, remittances, and mailing verification.
Maintain records related to claims, approvals, and payments.
Hotel/Motel Program Administration
Administer program reporting, payments, and documentation; maintain accurate records.
Communicate with participating entities and monitor deadlines.
Insurance and Vehicle Records Management
Maintain insurance and vehicle records, policy documents, schedules and renewal materials.
Coordinate certificates of insurance and asset updates; assist with claim processing and documentation.
Filing, Records, and Document Management
Perform clerical filing; scan, index, archive, and retrieve documents.
Support records retention, archival processes, and audit preparation.
Ensure records are accurate, complete, accessible, and confidential.
Customer Service and Interdepartmental Coordination
Respond to routine inquiries from departments, vendors, residents, and outside agencies.
Communicate clearly regarding financial transactions, insurance, and program matters; maintain confidentiality.
Website Administration and Public Information Support
Maintain and update Finance Department webpages; review content for accuracy and consistency.
REQUIRED KNOWLEDGE AND SKILLS
Exceptional customer service skills and professional phone manners.
Ability to maintain a high level of confidentiality.
Exceptional attention to detail.
Ability to balance a variety of tasks for multiple departments/divisions.
Ability to maintain an organized filing system.
Ability to understand and implement oral and written communications.
Ability to establish and maintain effective working relationships with the public and fellow employees.
Ability to keep and maintain department records in an organized and orderly way.

Employment type
Full-Time

Work arrangement
No