Senior Administrative Coordinator (Finance Department)

JOB SUMMARY This position performs a variety of technical, financial and administrative functions in support of the Finance department. MAJOR DUTIES Processes a variety of documentation associated with department operations within designated timeframes and per established procedures Performs customer service functions; provides information and assistance regarding department services, events, procedures, forms, fees, or other issues; distributes forms to visitors; responds to routing questions and complaints and initiates problem resolution Receives moneys in payment of various fees; records transactions, issues receipts, prepares bank deposits, and forwards revenues as appropriate; balances cash drawer; verifies accuracy of payments received from other departments Maintains petty cash account; performs quarterly audits of all petty cash and change funds; assists auditors in researching data for annual audit Maintains records regarding special agency funding; processes and monitors agency funding requests; maintains files, verifies that agency financial information is received Composes, types and places public hearing notices, or legal notices in local newspapers; maintains records of same Provides technical and administrative support for the Beer Board; prepares minutes and agendas for this board. Coordinates hearings for beer permit violations Processes applications for beer and dance permits; collects fees and issues annual privilege tax notices; reviews for accuracy and compliance with state and local regulations Coordinates initial processing of records requests ensuring that identification is received that the request form is completed and routed appropriately Deposits and reconciles receivables; verifies all anticipated monthly revenues are received including beer and liquor taxes and hotel/motel occupancy taxes. Follow up as needed Performs reconciliations Prepares standard monthly reports including financial and statistical reports Compares data to identify trends or discrepancies; presents findings and recommendations to management Processes invoices, requisitions and department purchase orders Processes transactions utilizing the City's financial system software Requests and reviews gross receipts reports from businesses for compliance with City beer laws Researches issues and presents findings to management Updates website as needed Evaluates internal procedures and makes recommendations for modifications to make operations more effective and efficient Drafts policy and procedure documents Creates fillable forms Provides backup for Deputy Clerk and Court Clerk Monitors department inventory; obtains bids and competitive prices and places orders as necessary Maintains Finance files Completes special projects as assigned Performs other related duties as assigned KNOWLEDGE AND SKILLS REQUIRED Knowledge of modern office practices and procedures Knowledge of City policies and ordinances, including personnel and purchasing regulations Knowledge of departmental policies and procedures and relevant City policies and procedures Knowledge of basic bookkeeping Knowledge of basic techniques of research, data collections and report preparation Skill in conducting basic research and summarizing data Skill in producing technical work with accuracy Skill in preparing clear, concise and effective reports and correspondence Skill in reconciling information Skill in organizing and prioritizing work Skill in dealing with the public Skill in interpersonal relations Skill in oral and written communication Skill in operating a computer, calculator, and other various electronic devices Skill in the use of a computer including spreadsheets, word processing, and database software packages SCOPE AND EFFECT The purpose of this position is to provide technical, financial and administrative support to the department. Successful performance facilitates the effective and efficient operation of the department. PHYSICAL DEMANDS AND WORK ENVIRONMENT The work is typically performed in an office while sitting at a desk or table. SUPERVISORY CONTROLS This position reports directly to the Finance Director. SUPERVISORY AND MANAGEMENT RESPONSIBILITY None MINIMUM QUALIFICATIONS High School diploma or GED and knowledge and level of competency commonly associated with completion of specialized training in the field of work. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with having had a similar position for 3 years. Ability to utilize basic computer applications. FLSA Status: Non-Exempt Pay Grade: 14

Created: 2026-03-04