HomeMy WebLinkAboutAdministrative Assistant - FinancePage 1 of 2
City of Georgetown
JOB DESCRIPTION
Job Title: Administrative Assistant - Finance FLSA Category: Non-exempt
Effective Date: 10/01/2012 Revision Date: 04/20/2017
SUMMARY: Provides administrative, secretarial, and receptionist support for the Finance & Administration Division.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of
the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties
performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable
accommodations will be made as required. The job description does not constitute an employment agreement and is
subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to,
the following:
Serves as the primary receptionist for the Finance Administration department providing information, answering
general questions, transferring telephone calls and taking messages.
Prepares/processes Purchase Orders for the Finance Division; processes invoices to Accounts Payable for
payment.
Prepares forms, letters, memos’ orders equipment and supplies.
Manages/monitors credit card usage compliance and review statements for the departments that are assigned to
the Finance & Administration Division.
Distributes and separates mail for the Administration, Accounting and Facilities departments.
Develops MuniAgenda item and makes preparation for Public hearing; enters required agenda items into
MuniAgenda for Finance and Administration division.
Prepares travel authorization/expense reports and handles scheduling of trips/conference registration for division.
Orders divisional office supply requests.
Assists in the preparation and publication of divisional documents, including Annual Budget and Comprehensive
Annual Financial Report (CAFR).
Services as First Contact and Records Coordinator for Finance Administration, Facilities Maintenance and Fleet
Maintenance.
Serves as the digital archiving administrator for the Finance Division.
Compiles information required for reports; prepares reports.
Responsible for Fiscal Surety process with knowledge of procedures and understanding fiscal surety files, phone
coverage for Executive Assistant and CFO, annexation reporting process, Board Liaison for FFAF and TIRZ
Boards.
Assists in planning and coordinating division activities.
Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
Education, training and Experience Guidelines
High School diploma or equivalent. Three years of full-time office experience, including secretarial or accounting
experience. OR Any combination of experience and training that provides the required knowledge, skills and abilities.
Sixty semester hours from an accredited college or university is preferred.
Knowledge of:
Business administration and advanced secretarial practices and procedures.
Page 2 of 2
Research and report development of routine administrative issues.
City management policies and procedures.
Skill in:
Establishing and maintaining effective working relationships.
Communicating, effectively, both orally and in writing.
Proficient in the use of Microsoft Word, Outlook, Power Point, Microsoft Project.
Trak fuel inventory system and Excel.
Reading – read work orders, Council Agenda, bid specifications, Ci ordinances and complex schedules, policy
manuals, memos, letters, reports and regulation information.
Writing: Effective memo writing and ability to prepare short narrative reports.
Math – Performing calculations to review and compile information.
Reasoning – Prioritize multiple tasks; interact effectively with a variety of people; must be able to use average
judgment to recognize and be able to resolve problems.
LICENSES AND CERTIFICATION REQUIREMENTS
PHYSICAL DEMANDS AND WORKING ENVIRONMENT