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City of College Station

General Information

(218390)

Job title: Staff Assistant (Fiscal Services)
Job location: College Station, TX 77840 United States
Requisition code:
Date posted: 02/18/13
Job type: Full-Time
Compensation: $13.59 - $14.95

Benefits

Medical • Dental • Vision • Prescription Drug Coverage • Holidays • Paid Vacation • Sick Leave • TMRS-Retirement (2:1 matching) • Deferred Compensation • Term Life AD&D • Dependent Life • Flex Benefits • Tuition Reimbursement

Job Classification


Job Category:Administrative

Job Description


Job description:
Under general direction of the Asst Finance Director, the Staff Assistant is responsible for assisting the Executive Director of Business Services and the Fiscal professional personnel with various administrative tasks and projects, which involves extensive public contact requiring the exercise of independent judgment, initiative, and discretion based on knowledge of administrative policies and procedures of the Fiscal Services Department.

Principal Job Duties

1. Provide administrative support to the department, to include but not limited to, preparing correspondence and reports; establishing and maintaining filing system, to include scanning, quality assurance, and record destruction of paperless files; and maintaining departmental calendar and departmental web page.
2. Responsible for the department’s clerical functions which include answering incoming calls and taking appropriate action and providing key information to the public concerning the Fiscal Services Department.
3. Assist the Purchasing Division with scheduling appointments with vested parties for pre-bid conferences and bid openings; greet contractors/vendors and accepting, time-stamping bids and proposals received; assist with electronic and paper contract routing process; and update vendor records in the online bidding system.
4. Assist the Treasurer with a variety of administrative tasks such as oversee wire payments for the City; monitor the City’s bank account; disbursement and review of Broker/Dealer Packets; update and prepare monthly and quarterly investment reports; document and track Franchise Agreement payments; and review and track contracts during the routing process, which includes extensive review of insurance certificates and other pertinent information to assure accuracy of requirements.
5. Responsible for the preparation and entry of time sheets, vacation accrual, and sick leave for several department divisions.
6. Assist the Executive Director of Business Services with implementing department policies and procedures, interviewing process of personnel changes, and meeting logistics. May also represent the department by participating in meetings and/or committees to include, but not limited to committee preparation materials and taking minutes.
7. Assist with departmental budget process by updating the Quarterly Performance Measures reports, processing invoices, preparing and receiving on purchase orders, monitoring expenditures and preparing the Finance Admin Division’s budget for review by the Executive Director of Business Services.
8. Perform other related duties as assigned.

Job Requirements


Education, training, experience:
Required:

High school diploma or equivalent and four (4) or more years of office administration experience, or the equivalent combination of training, education and experience. Ability to acquire general knowledge of the polices, procedures, and activities of City departments. Possess good customer service skills. Possess intermediate level computer skills in the use of word processing, spreadsheets and data entry.

Preferred:

Knowledge of accounting, purchasing, and investment principals and the ability to comprehend insurance certificates.

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