ITFO DUTIES

Budget & Finance Duties:

Prepares requisitions for City/County department purchases. Prepares and processes claim forms for City/County department and individual expenses. Purchases department supplies. Maintains the spendtrack workbook used for tracking expenses and balances. Prepares the department budget with oversight from the Chief Information Officer. Assembles appropriate data and requests fund transfers and appropriations. Maintains inventory of office supplies and equipment. Establishes and maintains communication with vendors for the purpose of purchasing department supplies. Prepares and submits all required financial reports and summaries of activities according to established department deadlines to the appropriate personnel. Assist with Maintaining Petty Cash. Prepares all required fiscal reports including grants and all audits for the Controller's Office, EWSU Controller, County Council Office, County Commissioner's Office, and the State Board of Accounts. Reviews all department purchases for conformity to local, state, and federal law as well as City policy.

General Office Duties:

Greets office visitors, determines nature of visit, and assists in responding to their inquiries. Answers telephone, determines nature of call, respond to questions and inquiries and routes caller to appropriate department or employee. Receives, sorts, and distributes daily mail. Types all department correspondence, reports, letters, memos as assigned by the Executive Director. Files department documents and maintains filing system. Attends prescribed training programs as assigned or required. Schedules machine repairs as needed. Assists with application management as directed by the CIO. Performs other duties as assigned by the Executive Director.

JOB REQUIREMENTS AND DIFFICULTY OF WORK

Ability to meet all departmental hiring and retention requirements as established for the position of Finance Manager. Knowledge of basic accounting, bookkeeping practices, and budget administration. Knowledge of standard office procedures and the ability to operate office machines, such as, computer, typewriter and adding machine. Have a thorough knowledge of software programs such as Excel and Word to be used on a daily basis. Knowledge of applicable local, state and federal statutes governing purchasing and accounting procedures. Ability to effectively listen, comprehend, and communicate with the public, co-workers, other officials, and agencies in a courteous and tactful manner by telephone or in person. Thorough knowledge of City government functions, and ability to make practical application of the customary practices, procedures, and rules and regulations of the department. Knowledge of Standard English grammar, spelling, and punctuation to effectively prepare and complete required reports within established deadlines. Ability to maintain confidentiality of department information and reports.

RESPONSIBILITY

Incumbent performs finance operations in both the City and County financial systems. The CIO budget resides within the Utility Department's budget and County Council's Office requiring the incumbent to work with the Utility Controller, City Controller, City Purchasing, and County Council's Office. This results in additional complexities to managing the budget. Incumbent performs a wide variety of standardized bookkeeping and clerical duties according to generally accepted office practices and procedures. Exercises independent judgement to select the best methods to achieve desired results. Errors in incumbent's work and decision making are generally detected through standard bookkeeping checks. Undetected errors may result in a substantial loss of money to the department. Incumbent works with a flexible schedule of duties. Determines priorities in response to situational demands. Incumbent's work is periodically reviewed upon completion of specific duties to assure compliance with legal requirements and department policies and procedures. Assignments are received from Executive Director with work reviewed upon completion.

PERSONAL WORK RELATIONSHIPS

Maintains good working relationship with department staff, other City and County departments and the general public.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Incumbent performs duties in a modem office environment with no unusual physical demands.

• Moving to DMD as

Office Administrator Position :

5802002

Code :

1-82

Type :

INTERNAL & EXTERNAL

Location :

CITY/COUNTY INFO TECH

Posting Start :

09/14/2026

Posting End :

12/31/9999