What are the responsibilities and job description for the Administrative & Financial Assistant position at Town of Middletown, RI?
TOWN OF MIDDLETOWN, RI
POSITION DESCRIPTION
TITLE: Administrative & Financial Assistant
DEPARTMENT: Library
REPORTS TO: Library Director
SUPERVISES: N/A
JOB GRADE: N/A
JOB CLASSIFICATION: N/A
TERM LENGTH: Position open until filled with an end date of June 30, 2024 with the possibility of renewal
SALARY: Starting range of $16-$18 per hour, depending on qualifications and experience
SCHEDULE: 10 hours per week, to be re-evaluated in the future; schedule is flexible but the majority of time should be during Town Hall and banking hours
POSITION SUMMARY:
Responsible for providing support to the Library Director with accounting and administrative tasks related to Library’s finances, processing and maintaining office and equipment supplies, document recordkeeping and compliance, and building and fostering vendor relations.
I ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class, or it addresses business needs and changing practices. Essential duties may include, but are not limited to, the following:
- Prepare requisitions, purchase orders, and processing of special orders; process invoices for payment. Receive, reconcile, and record receipts of library fines and donations; deposit funds. Maintain and update financial records for document retention and prepare financial reports for monitoring all expenditures and budget balances. Record and maintain receipt of goods and services and correspond with vendors to reconcile discrepancies. Maintain and respond to the library administrative email account.
- Reconcile employee monthly accrual balances for earned time off and used time.
- Compile and keep statistics for monthly Board reports, yearly state reports, any other reports asked for. Help apply for grants.
- Help provide backup coverage when necessary for circulation and technical services.
- Work cooperatively with all staff; helps to provide feedback on library services, recommend policy changes, and develop solutions to problems.
- Enjoy working with people of all ages, abilities, ethnicity, sexual orientation, and gender identity with an aptness to relate successfully with youth, families, and co-workers.
- Perform other related job duties as necessary, especially other administrative and financial tasks.
II NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES
- Requires knowledge of general bookkeeping, account reconciliation, and fiscal reporting.
- Must be able to work independently to resolve accounting discrepancies.
- Must have the ability to establish and maintain effective working relationships with co-workers, vendors, customers, and the general public.
- Must be able to communicate effectively both orally and in writing.
- Must possess problem solving and mathematical skills.
- Must possess the ability to maintain accurate and detailed records.
- Must possess the ability to work effectively with patrons and staff; manage multiple detailed tasks through frequent interruptions; and resolve conflicts with tact and diplomacy.
- Must possess computer skills including the use of spreadsheet, word processing, and database management applications, Google workspace, and the online accounting programs provided by the town.
- Ability to drive from the library to the bank and to Town Hall on a regular basis.
III MINIMUM REQUIREMENTS:
- Associates Degree in business, accounting, or finance, or any equivalent combination of education and experience that would demonstrate the qualifications necessary to perform the duties associated with the position, is preferred. High school diploma or equivalent required.
IV PHYSICAL DEMANDS:
- While performing the duties of this job, the employee frequently is required to sit, stand, walk, talk, or hear, use their hands to finger, handle or operate objects, tools or controls, and reach with hands and arms; is occasionally required to climb, balance, stoop, kneel, crouch or crawl. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.
- Duties require motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Visual demands require routinely reading documents for general understanding and analytical purposes, viewing a computer monitor, and sorting through file folder records.
V EQUIPMENT USED:
Personal computer and peripheral devices, calculator, copy machine, digital camera, telephone, telephone headset, and fax machine. The majority of work is performed in an office setting typical to a Library.
Salary : $16 - $18
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