About this role
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.
• Ability to use computers, including word-processing, spreadsheet, and specialized financial software applications.
QUALIFICATIONS
• High school diploma or equivalent required.
• Two-year degree in accounting, business or related field of study preferred.
• Any acceptable combination of education, training, and experience that provides the above knowledge, abilities, and skills may be substituted.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS
• Ability to bend, reach, climb, stoop and lift up to 10 pounds frequently. Occasional heavy lifting up to 50 pounds may be required.
• Ability to read, speak, write and understand English to communicate effectively and professionally with fellow employees, Boards and the general public via telephone, in written form or face-to-face.
• Ability to operate computer keyboard, calculator, telephone, photocopier, and similar electronic and manual office machines.
• Ability to sit for long periods of time for typing and computer work.
• Works in an office environment.
• Works flexible hours and overtime when needed.
REQUIRED BACKGROUND CHECKS
• Criminal Background Check
• Registered Sex Offender Registry Check
• Drug Screen
Salary starting at $51,623