Financial Coordinator

Job Description

Job Description

Department : Finance Job Title : Financial Coordinator I

Nature of Work The Financial Coordinator I is directed under the supervision of, and serves as the Administrative Assistant to the Controller.

In exercising the duties, the Financial Coordinator I is responsible for a variety of administrative, clerical, and financial duties;

as well as, providing short-term financial support to departments within the City of Gary. This individual must be detail-oriented, able to prioritize assignments, critical thinking to resolve issues, and work independently or as a team member, when needed.

Principal Functions

Assist departments with short-term emergency financial support within the City as assigned by the Controller

Train other city departmental staff in certain financial operations

Make recommendations to the Controller or Deputy Controller for efficiency and accuracy regarding work assignments

Collect, research, and compile information on projects or public information inquiries

Maintain utility spreadsheets of invoices and payments for the City’s utility services

Prepare correspondence, interoffice memorandums, and related paperwork

Greet a variety of callers or visitors in a professional manner to ascertain the purpose of their visit, and refer them to the proper person to meet their needs

Arranges meetings and workshops on behalf of the Controller and Deputy Controller

File correspondence and records, determining proper file designation to be used and follow up on the proper distribution and disposition of notices, memoranda, and directives

Oversee the proper and orderly filing of documents by staff in the Finance Department’s file room

Schedule appointments for Controller and makes travel arrangements for Controller and Staff

Obtain pending ordinance numbers and processes financial ordinances prepared by Controller to be submitted to the Clerk’s Office

Obtain executed ordinances from Clerk’s office, electronically indexes and files in finance folders, and distributed to Budget Accountant for internal processing

Maintain internal employees personnel folders, and update and maintain service records

Prepare payroll transmittals for the department

Obtain quotes and bids for departmental needs and prepare for submission to Board of Works

Gather information for vendors requiring contracts and submit to Law Department to draft the contracts. Follow-up to be sure that the contract was submitted to Board of Works, and the executed contract is sent to the contractor / vendor.

Enter requisitions to obtain purchase orders for departmental invoices processing

Prepare claims for payment for departmental invoices

Assist revenue staff with deposit or revenue functions in absence of revenue staff

Verify departmental check register names against checks / advices printed, sorts, and distributes check / advices and checks to department

Shred confidential documents

Knowledge Abilities and Skills Required :

Comprehensive knowledge and operations of office terminology, procedures, and equipment.

Ability to maintain office files, correspondence, and other materials in an efficient, easy to retrieve, and confidential manner.

Ability to convert paper file systems to electronic file systems, where possible

Ability to offer excellent customer service, and follow-up with oral and written instructions with other employees and the public

Education and Skills :

Strong PC skills using spreadsheets, word, and accounting software.

Excellent math skills and detailed-oriented

Associates degree in Accounting, Business Administration, or related field or (5) years experience working in an administrative assistant position with financial responsibilities

Supervision Received : Supervised by - Controller

Supervision Exercised : None

Disclaimer :

The above statements are intended to describe the general nature and level of work assigned to this position. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.