Administrative Assistant V

BASIC FUNCTION:
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 & Budget Manager. In addition, perform assigned technical duties in the Accounting division: print checks, maintain signature authorization files, and maintain fund verifications log.

SALARY: 12 A
REPORTS TO: Chief Accountant
POSITIONS SUPERVISED: Accounting Clerk
Temporary Staff

Typical Duties

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.
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.
3. Pick up, sort, and deliver all internal and U.S. mail twice daily.
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.
5. Make travel arrangements for all business trips taken by the Administration, Accounting, Health & Social Services, and Treasury/Budget staff.
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.
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.
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.
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.
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.
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.
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.
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.
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.
15. Perform capital assets custodial responsibilities for the FS Accounting, Administration, and Treasury/Budget divisions.
16. Manage the tracking, editing, and final preparation of appropriating ordinances and fiscal notes.
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.
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.
19. Follow all Borough policies and procedures for procurement, preparation, and routing of financial transaction documents, records management, check distribution, and ordinances.
20. Order and maintain office supply inventory and forms inventory.
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.
22. Serve as back up for other clerical positions. Complete other duties as assigned.

Position Requirements

MINIMUM QUALIFICATIONS:
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.
2. One (1) year of computerized bookkeeping experience is required. Experience with governmental accounting, budgeting, and purchasing is preferred.
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.
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.
5. Ability to operate and trouble-shoot a variety of office machines, such as printers, punching and binding machines, folding machines, facsimile machines, copiers/scanners, etc.
6. Must be accurate and proficient at keyboarding and be able to use a 10-key calculator accurately, preferably by touch.
7. PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST.)
KNOWLEDGE, SKILLS, AND ABILITIES
1. Knowledge of basic double-entry bookkeeping principles, procedures, and concepts and of the bookkeeping cycle, including the use of journals and ledgers, through to the preparation of a trial balance is required.
2. Ability to comprehend and execute verbal and written instructions and to take and coordinate instructions from several people.
3. Ability to multi-task effectively in a busy environment with numerous, moderately complex tasks in various stages of completion, while maintaining a harmonious and productive work environment. Must be capable of functioning with very little direction, use independent judgment, and perform work in an organized and professional manner under sometimes stressful situations and the pressures of short deadlines.
4. Demonstrated ability to establish and maintain effective and harmonious working relationships with other employees, and to deal tactfully and courteously with outside entities and the general public, and maintain confidentiality of information.
5. Demonstrated ability to communicate clearly in a courteous, professional manner, both verbally and in writing. Knowledge of proper English usage, grammar, punctuation, and spelling; correct letter styles and letter-writing concepts.
OTHER
1. A PROFICIENCY TEST MAY BE ADMINISTERED.
2. This position requires a criminal background investigation.

Additional Information

JOB CONTACTS:
Continuous contact with employees at all levels of the Borough, frequent contact involving outside organizations and agencies, and occasional public contact.
JOB RESPONSIBILITY:
Supervisor responsibilities: Directs workflow of regular and temporary staff. May participate in new hire interviews, employee evaluations, and other employee-related actions. Experiences minor problems daily and occasional major ones that must be resolved on own initiative with little immediate supervision; the consequences of error, carelessness or mistaken judgment require normal effort to recover.
For the purpose of this job description, "supervisor" means providing technical work direction and oversight. It does not include the ability to employ, promote, transfer, evaluate performance, discipline, suspend, discharge or adjudicate grievances.

WORK ENVIRONMENT:
General office where conditions are pleasant; good, clean conditions where accidents/hazards are negligible; requires short periods of moderate lifting, pushing or pulling (26 - 50 lbs.).

Benefits

The FNSB offers its employees generous benefits that include competitive pay, affordable medical, dental, and vision insurance, optional Flex-Spending Account, and retirement benefits via PERS, the state of Alaska's retirement system.

You will also enjoy 13 paid holidays and a minimum of 24 personal leave days per year for full time employees.

Application Procedure:

Apply Online

Individuals interested in applying for this position must submit a completed online application on or before the closing date and time as specified in the Job Posting. Online applications can be located at www.governmentjobs.com/careers/FNSB.

For additional information please call (907) 459-1202 or the Borough Direct Job Line at (907) 459-1206.

The Borough complies with the Americans with Disabilities Act (ADA). If you need an accommodation to participate in the application/interview/selection process, contact the Human Resources Office at (907)459-1202 or the EEO office. The EEO Compliance Officer can be contacted at (907) 459-1309.

AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $34.12 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $34