at City Of Moline % Personnel Dept in Moline, Illinois, United States
Job Description
Characteristics of the Job
Under supervision of the Director of Finance, performs advanced & complex office management duties; including budgeting & planning, purchasing, payroll, technology systems & records management. Considerable initiative & independent judgment is required in carrying out assigned duties within the established policies & guidelines of the department.
Examples of Duties
Provides administrative support to the finance department & oversees department office functions; updates the city’s website, maintains office supplies, drafts routine council documents, &, if required, files approved resolutions & ordinances with the County or State.
Prepares & handles highly confidential & sensitive information, including, but not limited to, personnel matters, collective bargaining, liens, collections, FOIA requests, bids & requests for proposals.
Coordinates city-wide purchasing & procurement functions in compliance with State & City policies: prepares & maintains purchase orders, vendor lists, & records for audit compliance; trains citywide administrative staff on purchasing software & joint purchasing process; promotes cooperative & competitive purchasing with other government entities; participates in Illinois Association of Public Procurement Officials (IAPPO) & Institute for Public Procurement (NICP).
Coordinates grant programs within the department, compiles data, drafts & submits applications & ongoing reports.
Assists in developing & monitoring the finance department’s annual operating budget.
Performs general accounting & payroll duties for the finance department, & serves as a backup for the fire department;
Assists the Budget & Revenue Manager with compiling budget documents for departmental & council review; helps with special budget projects, amendments & reports.
Assists with citywide submissions for the GFOA Certificate of Achievement, Distinguished Budget Award & Popular Annual Financial Reporting Award.
Assists with compiling financial information for the issuance of bonds & Moody’s credit review; assists with completing legal documents required from Bond Counsel & facilitates closing & filing processes.
Assists in the development & implementation of goals, objectives, policies, procedures & priorities of the department.
Serves as the system administrator for multiple business technology systems, including but not limited to timekeeping, records & customer management software.
Prepares, organizes & maintains complex files, records & reports; maintains a repository of standard operating procedures & report templates.
Acts as the department records management coordinator to ensure proper retention & destruction of finance records in accordance with state law.
Audits citywide petty cash fund.
Operates general & specialized office equipment, such as computers, phones, recording equipment, copiers, calculators, etc.
Develops & maintains positive relationships with the general public, persons in other departments, outside agencies, & includes frequent contact with officials at higher levels of the organization for the purpose of explaining procedures, services & regulations.
Other duties may be assigned.
Residency Requirement
Non-union employees shall live within a 20-mile radius from the City's Emergency Center, located at 1630 8th Avenue in Moline, within 1 year of hire.
EQUAL OPPORTUNITY EMPLOYER
