Senior Finance Administrative Specialist

• Processes accounts payable and receivable; processes payment requests, reimbursements, and travel/training packets; reconciles procurement cards; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions; may assist with budget preparation and monitoring.
• Sets up and maintains computerized files to track data and/or equipment which may include spreadsheet tabulations and calculations and modifying criteria for queries to extract data. Maintenance of complex computerized record keeping systems. Maintenance of records and documentation.
• Coordinates, compiles, and evaluates data from a variety of sources to create regular and specialized financial reports; searches files and records for information; decides on effective layout of data; coordinates the updating of manuals and documents; obtains information from others as necessary to complete assignment; maintains follow-up system on reports requiring action on a periodic basis.
• Serves as petty cash co-custodian; processes miscellaneous cash transactions; processes bank deposits.
• Regular updates of desk manual and procedures. Assessment and development of best practices, internal controls, and procedures.
• Financial projects and other duties as assigned.

• Schedules and tracks meetings; reserves conference rooms and vehicles; makes travel arrangements; coordinates, schedules and arranges specific department services with staff members, departments or agencies; tracks activities and deadlines.
• Provides clerical and administrative support to boards and/or committees; prepares agendas and supporting materials; takes, transcribes and distributes minutes; prepares and distributes final minutes and reports; compiles and gathers data and information as required.
• Assists with the design, implementation, monitoring and maintenance of program processes, procedures, program-related events, and systems; develops and evaluates clerical or administrative processes.
• Coordinates, compiles, and evaluates data from a variety of sources to create and maintain regular and specialized reports; searches files and records for information; decides on effective layout of data; coordinates the updating of manuals and documents; obtains information from others as necessary to complete assignment; maintains follow-up system on reports requiring action on a periodic basis.
• Acts as liaison and supports division staff with internal and external phone needs and Information System needs. Assists with developing and/or coordinating the processing of forms required for program area functions.
• Sorts and distributes mail; may coordinate materials for large mailings; prepares and distributes materials.
• Other duties as assigned.

• Provides support to payroll program coordinator in the review of timesheet exceptions, combo code mismatches; communication with employees and supervisors for timesheet approvals and questions; and entry of employee information into Human Capital Management system including but not limited to merits, probations, resignations, and promotions.
• Other duties as assigned.

• A variety of office procedures, methods, and best practices. Effective customer service standards. Business English, grammar, spelling, usage, and punctuation; strong editing and proofreading skills.
• Word processing, spreadsheet programs or other application software. Effective phone practices and communication protocols. Policies and practices related to processing payroll information and personnel actions.
• Standard bookkeeping practices, including applying public purchasing regulations and policies and financial record keeping processes.
• Perform and prioritize a wide variety of general administrative support duties. Communicate effectively, both verbally and in writing.
• Provide customer service with courtesy and tactfulness.
• Read, understand, apply and effectively explain a variety of City, department, and/or program policies and procedures to various contexts and situations.
• Use independent judgment in making decisions and handle confidential information with tact and discretion.
• Provide effective lead direction if required, coach others.

City of Eugene