Admin Specialist -Finance en Town of Matthews

This is a full-time regular position. The posted hiring range displays the range an applicant may be offered a salary within, dependent upon qualifications and experience. 

Hiring Range: $51,293 - $65,399

Salary Range: $51,293 - $79,504

POSITION SUMMARY

Performs a variety of entry-level clerical, administrative, and program support duties for the Finance department and as the Town’s main lobby receptionist. Work is performed under the general supervision of the Senior Finance Specialist.

ESSENTIAL FUNCTIONS

(The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.)

• Performs all general administrative and clerical functions associated with the Town Hall front desk.
• Answers telephone, directs calls, and greets visitors; answers questions, gives program information based on the type of request; schedules appointments for staff.
• Receives and delivers mail for the department and for all Town departments when needed; screens departmental mail, documents, and other materials, and routes as appropriate.
• Responds to requests for information from employees, vendors, and outside agencies; within established guidelines, releases information, or refers to appropriate staff.
• Enters information into databases, spreadsheets, or other electronic formats.
• Maintains necessary inventory of supplies and materials; places orders as needed.
• Routes and processes invoices for designated departments, ensuring accuracy, proper documentation, and preparation for AP.
• Copies, scans, and electronically files all checks and invoices for the Finance Department. Process and mail all checks.
• Manages and handles all Pet Data   .
• Creates vendor profiles in the Finance system.
• Print and distribute Purchase Orders (PO).
•  Manages and handles all Purchasing Card (P-Card) functions, including issuance of new cards, signing out temporary cards, and processing monthly payments.
• Handles merchant services processing for designated departments.
• Maintains accurate financial records by posting revenue to the appropriate general ledger accounts.
• Responsible for annual escheat reporting for abandoned or unclaimed property.
• May assist with audit processes by gathering financial data, preparing documentation, responding to inquiries, etc.
• May assist other department personnel, as needed.
• Performs related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES  

(The knowledge, skills, and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Working knowledge of modern office practices, procedures, and equipment.
• Working knowledge of Business English grammar, spelling, and vocabulary.
• Working knowledge of Microsoft Office, including but not limited to Word, Excel, Outlook, and PowerPoint, and any software necessary to perform the duties of the position.
• Working knowledge of financial recordkeeping, journal entries, and reconciliation.
• Excellent organizational skills and strong attention to detail when inputting financial and administrative data.
• Skill in customer service excellence.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations and information with tact, professionalism, and diplomacy.
• Ability to establish and maintain effective working relationships with the general public and all levels of staff.
• Ability to communicate effectively both orally and in writing.
• Ability to be tactful, professional, and courteous.
• Ability to follow oral and written instructions and procedures.
• Ability to organize and apply filing and coding systems and to arrange and place records, reports, and files into a proper sequence.
• Ability to compile data and information for reports or internal working data and statistics.
• Ability to gather, correlate, and analyze facts; ability to identify discrepancies.
• Ability to prepare clear, concise, and comprehensive reports and memos.
• Ability to follow established work priorities and meet established deadlines.
• Ability to organize work for efficient processing.
• Ability to proof own records and data.
• Ability to work on multiple projects in a fast-paced environment simultaneously while also ensuring effective and efficient use of time.

PHYSICAL REQUIREMENTS

Must be able to physically perform the basic life operational functions of stooping, kneeling, crouching, reaching, walking, pushing, pulling, lifting, feeling, talking, hearing, and repetitive motions.

• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently and constantly to carry or move objects in various lifting positions, such as overhead, chest height, etc.
• Must possess the visual acuity to work with data and figures, perform clerical and administrative tasks, operate a computer and related equipment, and ability to read to comprehend written material and make inferences from the contents; use of both hands and fingers with dexterity to complete daily work assignments. 

WORKING ENVIRONMENT 

This position is primarily based in an office environment. Employees will work in a setting that includes standard office equipment such as computers, telephones, printers, and other office technology. The workspace is typically climate-controlled, but employees may encounter fluctuations in temperature depending on building conditions. Employees are expected to maintain a clean, organized, and safe work area, adhering to health and safety guidelines, including but not limited to ergonomics, emergency procedures, and general workplace conduct, to prevent accidents or injuries. While most tasks involve sedentary work, there may be occasional requirements for standing, walking, or lifting light materials. This position is subject to all State and Federal OSHA regulations, including but not limited to the following: bloodborne pathogens, hazard communication/GHS, personal protective equipment, slips, trips, falls, etc.

EDUCATION AND EXPERIENCE REQUIREMENTS

High school diploma, GED, or high school equivalent from an accredited educational institute.

At least one (1) year of clerical or administrative experience in an office setting; or an equivalent combination of education and experience. Finance experience preferred. 

CONDITIONS OF EMPLOYMENT 

The Town of Matthews requires background checks to be conducted on the final candidate(s) applying for any position with the Town of Matthews. For this position, final candidates must pass a background process to include but not limited to work history verification, professional/personal reference checks, pre-employment drug screening, criminal background checks, driving record checks, etc. During the selection process, candidates may be asked to take a skills test and/or participate in other assessments.

SUPPLEMENTAL INFORMATION

All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities.

The Town is an Equal Opportunity Employer. The Town of Matthews provides equal employment opportunities to all employees and job applicants and prohibits discrimination on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws in all terms and conditions of employment.

The Town of Matthews is an at-will employer.