JOB DESCRIPTION

 

 

JOB TITLE:  Secretary - Executive (Finance)

 

MAINTENANCE REVIEW DATE:  May 2000

 

ORG/POS #:  1100/1405

 

JOB OBJECTIVE:  To provide administrative and clerical support to the Department Director, including billing and collecting fees, maintaining records of pension and other trust accounts, and updating existing computer database for departmental reports, correspondence, records, and files.

 

ACCOUNTABILITY:  Receives general supervision from the Director of Finance.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Arranges meetings and appointments for the Department Director; answers Division telephone; greets and directs visitors to the appropriate person or office.

 

2.         Monitors payment schedules for industries paying fees in lieu of property taxes; generates billings and receives payments; makes distribution payments to Pulaski County and Little Rock and Pulaski County school districts; maintains payment records and files; notifies industries by correspondence or telephone of past due payments.

 

3.         Prepares material for approval on all bond issues including distributing copies of applications for bond issues to appropriate departments, processes requests to the Trustee of City bond issues to pay vendors for work performed, requests reimbursements from bond proceeds for payments to City, agency or directly to vendors; maintains files for auditors review.

 

4.         Maintains a combination of complex filing systems of various financial reports, including accounting records for the Police and Fire Trust Funds, monitoring investments and distributions, balancing monthly statements and scheduling meetings of the fund.

 

5.         Drafts and maintains files of ordinances, resolutions, and other reports by compiling necessary data and ensures material is complete, accurate and distributed; ensures fee payment for approved issues.

 

6.         Administers and maintains the Administration of Justice Fund by recording daily deposits, preparing reports, making distributions, and balancing bank statements.

 

7.         Enters payroll time sheet information into the computer for the Administration and Internal Audit Divisions.

 

8.         Prepares personnel status change forms and other personnel action forms for the Department of Finance.

 

9.         Provides information to the public and other organizations regarding utility franchise fees and the one-half cent sales tax single transaction ordinance.

 

JOB TITLE:  Secretary - Executive (Finance)

JOB DESCRIPTION - CONTINUED

 

 

10.       Contacts suppliers by telephone and correspondence to obtain price quotes for purchase of material and supplies; orders Division materials and supplies, prepares purchase requisitions for Division equipment, supplies, and services; serves as contact person for vendors regarding clarification of billing, invoice amounts and expected payment dates.

 

SECONDARY DUTIES AND RESPONSIBLITIES:

 

1.         Compiles data and prepares special statistical Act 9 (Industrial Development Revenue) Bond reports.

 

2.         Reviews incoming correspondence and materials; drafts responses as directed; takes and transcribes dictation for records of action, and other correspondence.

 

3.         Prepares budget transactions for the Division; including purchase requisitions, purchase orders, and Appropriation Transfer Requests (ATRs); reviews purchase requisitions to ensure items requested have been budgeted and comply with budget and procedural constraints; obtains approval from Department Director for major purchases.

 

4.         Operates a microcomputer to enter data from spreadsheets, accounting reports, annual budget documents, City financial statements and other materials.

 

5.         Provides assistance to the Budget Officer in the preparation and distribution of the annual budget and financial report.

 

6.         Verifies and balances statements from banks on industrial revenue bonds and coupons that are cashed in at the banks.

 

7.         Conducts surveys with other cities concerning financial and budget procedures and reports.

 

8.         Maintains an inventory listing of equipment assigned to the Division; reviews annual physical listing to ensure the equipment listed is properly assigned to the Division.

 

9.         Receives and responds to Freedom of Information (FOI) requests; gathers necessary data and ensures timely response.

 

10.       Makes travel arrangements for the Department Director and other Division staff.

 

11.       Updates City fee schedules to reflect annual changes.

 

12.       Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB TITLE:  Secretary - Executive (Finance)

JOB DESCRIPTION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

                                                                            YES                                                                            NO

Lifting (lbs.)	2
Carrying (lbs.)	2
Stooping, Bending	ü
Kneeling, Squatting	ü
Walking	ü
Standing	ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)	ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)	ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)	ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü