Job Description

Description

Provides skilled administrative support to management, departments, and city residents, and intermediate clerical and technical work. Maintains various accounting controls and records; performs accounting tasks involving the preparation of various fiscal and statistical reports; processes accounts payables; maintains the telephone system billing; keys weekly payroll; assists in preparing annual budget; maintains records of vehicles and equipment; keys and receives inventory; keys and processes purchase requisitions and credit card charges.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

When assigned to Public Works :

• Manages accounts payables by receiving, coding, and verifying invoices for department; overseeing and assisting in recordkeeping of invoices; generating purchase requisitions and check requisitions as needed or requested; reviewing and processing invoices for payment; ensuring contract compliance, electronic drawdowns, and payments are accurate as well as budget sufficiency.
• Manages telephone, long distance, and cell phone billing; maintaining files for recordkeeping. Assists with inventory control and maintenance of purchases and related records to ensure accuracy of material reports; and maintaining files on rehabilitation loans, capital projects, and grants.
• Oversees Smart Data Master Card charges by posting GL accounts, work orders, and descriptions of credit card charges; generating monthly transaction report that is forwarded to Purchasing; and maintaining files for recordkeeping.
• Processes weekly payroll by verifying and coding weekly payrolls according to task; and keying and balancing accordingly.
• Keys receivers into One Solution and obtains purchase orders; receives fuel into inventory; keys in inventory item invoices and puts into stores inventory allowing stock to be issued from the warehouse; prepares a leaf season report annually, end of season snow report; orders de-icing salt; assists the Litter Prevention Coordinator with tasks such as preparing reports for the City Beautiful Committee Yard of the Month judges, winners, and program schedule for annual meeting.

When assigned to Transportation :

• Provides telephone support by receiving and directing calls; answering passenger questions; setting up reservations; arranging for transportation for the clients of various agencies; and assisting agencies with the purchase of tokens.
• Generates daily reports by entering passenger information into the RouteMatch system; records information in Excel; completes daily reconciliation of collections and ridership; updates vehicle availability reports; tracks driver mileage; prints timesheets weekly; utilizes RouteMatch information to create and/or generate reports as needed by the Transportation Services Director; and keys AMTRAK information to create report.
• Provides clerical support by performing data entry; copying and faxing; typing correspondence; communicates with outside agencies; maintains office files; and communicates and assists co-workers.
• Prepares monthly reports by compiling RouteMatch information and Excel data to generate multiple monthly ridership reports for fixed route and demand response services (Reserve A Ride and Handivan); generates multiple Senior Transportation reports utilizing information in the RouteMatch system to support information needed by the P&R Recreation Grants Specialist to support the Aging Grant.

When assigned to Utilities :

• Processes invoices and purchase requisitions including working with vendors to resolve payment issues; analyzes month-end statements from vendors; and acts as liaison between supervisors and finance department
• Processes payroll weekly by coding, keying, and balancing payroll; works with supervisors to resolve issues; verifies leave balance available; tracks vehicle timesheets; and works with Human Resources and Finance to resolve leave issues.
• Posts weekly and monthly vehicle charges; posts credit card charges by obtaining credit card receipts; verifies account numbers on credit card receipts for accuracy; posts credit cards into SmartData; keys work orders; and performs other essential functions including front office duties.

When assigned to Social Services :

• Oversees accounts payable on a weekly and monthly basis by receiving and processing multiple case actions and invoices; corresponds with Family Services Supervisors; processes checks with detailed correspondence; corresponds with Employment Services Supervisor; and implements solutions and follow-ups to ensure resolutions to problems.
• Oversees accounts receivable by receiving payments from customers; totals cash and checks received at the weeks end; makes bank transactions; forwards receipts to Treasurers office; and posts transactions to computer system to be included in monthly reports.
• Assists clerical unit and provides front desk support by directing calls to proper unit; takes voice messages as necessary; completes necessary forms; and directs customers to necessary worker or unit for the application process; and provides back-up for Senior Accountant.

When assigned to Community Development - Housing and Development

• Manages accounts payables by receiving, coding, and verifying invoices for department; overseeing and assisting in recordkeeping of invoices; generating purchase requisitions and check requisitions as needed or requested; reviewing and processing invoices for payment; ensuring contract compliance, electronic drawdowns, and payments are accurate as well as budget sufficiency. Analyzes fund accounts by preparing journal entries and budget transfers; evaluating each account by line item; ensuring expenses are hitting the correct accounts; creating journal entries for problems; and handling budget transfer tasks to cover deficits when applicable.
• Maintains files for recordkeeping; assists with inventory control and maintenance of purchases and related records to ensure accuracy of material reports; and maintains files on rehabilitation loans, capital projects, and grants; retrieving billing statements; contacting vendor to resolve issues; ensuring funds are deposited electronically; and checking account for verification.
• Oversees Smart Data Master Card charges by posting GL accounts, and descriptions of credit card charges; generating monthly transaction report that is forwarded to Purchasing; and maintaining files for recordkeeping. Manages Loan Portfolios for approximately 500 HUD and/or Urban Development loans by preparing payment ledgers; processing monthly loan payments into principal and interest according to terms of loan agreements; monitoring loans; and compiling report on delinquent accounts.

When assigned to Finance :

• Processes travel accounts by issuing travel advances and reimbursements in accordance with established policies and procedures; processes Accounts Payable by receiving, keying, and posting invoices; matches checks to invoices; keys log and proofs ACH and wires transfers; validates accounts payable batches; and daily reconciliation of accounts receivable.
• Performs tasks required for the end of the month closing, including filing utility and sales and use tax; reconciling accounts; keying journal entries; and assisting accounting staff.
• Completes other administrative and accounting functions including answering telephones; ordering office supplies; performing daily fuel and cash interfaces; administration of vehicle and equipment records; administration of W-9s and year-end Form 1099 preparation; quarterly administration of LODA; assisting with annual audit; and management of the document retention and destruction process for the department.

When assigned to Police :

• Performs clerical and office duties by answering and directing telephone calls; typing, faxing and filing; assisting in the preparation of the division budget; ordering and maintaining office supplies; reviewing and entering invoice information collected to the appropriate budget account; assisting in the preparation of the division budget and monitoring activity throughout the year; preparing monthly and yearly financial reports; preparing personnel action forms; resolving complaints; balancing inmate accounts monthly; communicating with various outside agencies; and supervising inmates performing custodial duties.
• Performs reporting by ensuring complete and timely data submissions into appropriate systems; certifying the accuracy and integrity of submissions; ensuring accurate per diem payments from the Compensation Board to the City of Danville; and maintaining knowledge of legislative and policy changes that affect the reporting.
• Assists with payroll preparation by verifying leave slips and timesheets are accurate; entering leave into payroll system for submission; preparing monthly statements of all leave used and available to staff; distributing payroll and payroll reports to appropriate personnel; and entering hours into payroll system for submission. May serve as a backup to the Secretary for all payroll system responsibilities.
• Maintains inmate records by completing a record file for each inmate confined; ensuring proper paperwork to comply with state regulations; maintaining a record of each ADC inmates monies received and dispersed (Adult Detention); and answering inmate administrative requests pertaining to their records; prepares monthly reports and maintains records for all secure detention and grant and revenue programs.
• Utilizes the Jail Management System by training staff to perform required functions of the system; developing user manuals and training materials; providing user support to the ADC officers; overseeing the daily performance of the JMS system; and attending required training and meetings for continuing education; completes jurisdictional billing for all participating and non-participating localities monthly.

ADDITIONAL DUTIES

• Performs additional duties to support operational requirements as assigned.

Public Works

• Assists with preparation of annual budget for all vehicles and equipment, calculating monthly rates, and transferring data into account sheets; creating the motor pool revenue budget; submitting hourly vehicle and equipment rates; and estimating number of hours the vehicles and equipment will be used in the upcoming budget.
• Provides backup support for Account Clerk positions.
• Performs emergency response during severe weather (snow, floods, storms).

Community Development- Social Services

• Posts payments electronically by submitting payments monthly to the IRS; receiving forms from vendors; post confidential information; processing information and preparing FICA checks for several vendors of Social Services; processing information and preparing W2s for several vendors of Social Services to be submitted at the end of the year; maintaining accurate records and properly saving confidential related information.
• Disburses W-2 forms to employees yearly; and distributing travel reimbursement checks to all employees that submit a request.

Community Development Housing & Development

• Provides clerical support by performing data entry; copying and faxing; typing correspondence; communicating with outside agencies; maintaining office files; and communicating and assisting co-workers. Handles equipment information by processing paperwork equipment like copiers. Reviews active budget to ensure all programs are in compliance with State rules and regulations.
• Processes invoices and purchase requisitions including working with vendors to resolve payment issues. Performs accounting for various city functions such as grant management and State allocations for different program by verifying City compliance with established policies; preparing and processing requests for reimbursements; tracking all expenditures; and providing reports showing balances.
• Posts credit card charges by obtaining credit card receipts; verifying account numbers on credit card receipts for accuracy; posting credit cards into SmartData; other essential functions including front office duties;
• Oversees accounts receivable by receiving payments from customers; totaling cash and checks received at the weeks end; making bank transactions; forwarding receipts to Treasurers office; and posting transactions to computer system to be included in monthly reports.
• Assists clerical unit and providing front desk support by directing calls to proper unit; taking voice messages as necessary; completing necessary forms; and directing customers to necessary worker or unit for the application process; provides back-up for Senior Accountant.

Finance

• Acts as backup to payroll process including periodic execution of weekly and/or monthly payroll; acts as custodian of the petty cash account for the department.

Police

• Completes the daily roster to verify inmate count and time computation by preparing rosters for general population inmates and weekend inmates; calculating release dates on inmates to ensure court ordered sentences are followed; and ensuring release information is correct in the Jail Management System; prepares statistical reports and special projects as requested.

Education and Experience
Associates Degree from a college, technical, business or vocational school, and one to five years of experience.


An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid drivers license and acceptable driving record according to City criteria
• Public Works - NIMS Certification

Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing
Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math
Intermediate: Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills
Requires providing basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

Independence and Decision-Making
Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Fiscal Responsibilities Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry. Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units) or responsibility for fiscal management of capital project(s). May recommend budget allocations.

Supervisory Responsibilities
No responsibility for the direction or supervision of others.

PHYSICAL DEMANDS
Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

NON-PHYSICAL DEMANDS

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• May frequently experience time pressure, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work.
• May occasionally work closely with others as part of a team.
• May rarely experience emergency situations, irregular work schedule/overtime.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment and telephone, including computer, Microsoft Office and related software and hardware; and any other equipment as appropriate or as assigned.

WORK ENVIRONMENT
This work is performed in an office environment where there are no health, safety, or environmental factors. The employee must wear appropriate protective equipment as apparent or assigned, if any.

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