Finance Administrative Specialist

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Finance Administrative Specialist

Job Summary: The Finance Administrative Specialist supports the Finance department by assisting and serving as backup for the Purchasing Buyer and Bookkeeper I, while also performing a wide range of administrative duties to ensure smooth and efficient departmental operations.

Key Responsibilities/Essential Functions:

• Does the right thing, including promoting the vision and values of the County and demonstrating a dedication to integrity, transparency, and excellence
• Serves as the first point of contact for internal and external inquiries
• Ensures timely and accurate processing of Accounts Payable invoices
• Scans invoices and associated supportive documentation for future referral and compliance with internal controls and IRS and public auditor review
• Processes W-9 vendor information and works with the Bookkeeper I, as needed
• Works with the Treasurer's personnel in the preparation of warrant information and checks
• Generates reports from the financial system as needed
• Oversees transfer and appropriation departmental requests
• Responds to vendor and departmental inquiries regarding invoices in question
• Assists the Bookkeeper I with appropriations, as required
• Provides coverage for and fulfill key duties for the Bookkeeper I as needed
• Assists with document preparation, filing, data entry, and records management
• Assists in the administration of the County's Purchasing Card Program (P-Card)
• Prepares purchase orders (POs) in the financial system
• Ensures consistent stock of County-branded supplies and shared goods
• Assists the Buyer in managing surplus goods
• Researches available state or cooperative contracts and vendors, as needed
• Assists with tracking and preparing for contract renewals, as needed
• Assists the Buyer with acquiring goods and services, as needed
• Helps maintain accurate and up-to-date records of vendor applications and information
• Prepares, analyzes, and reports as needed
• Provides coverage for and fulfills key duties of the Buyer, as needed
• Exercises good judgment and demonstrates high ethical standards
• Actively pursues and maintains respectful and effective working relationships with coworkers, citizens, and community partners
• Embraces constant learning and actively pursues professional development opportunities
• Proactively pursues solutions and ways to improve work processes and outcomes
• Performs other related duties as assigned

Job Requirements:

• High school diploma or GED required
• Minimum 3 years of professional experience working in some combination of accounting, accounts payable/receivable, bookkeeping; and budgeting and financial reporting
• Minimum 1 year of professional experience in public procurement highly preferred
• Strong attention to detail and exceptional organizational skills
• Ability to apply established policies, procedures, laws, rules, and regulations appropriately
• Ability to communicate effectively both verbally and in writing
• Ability to frequently communicate and exchange accurate information with colleagues who need detailed instructions on work assignments
• Able to resolve problems, complaints and conflicts tactfully and professionally
• Able to maintain a high level of speed and accuracy with all tasks and records
• Able to learn new skills and concepts quickly and to resolve problems independently
• Ability to quickly learn and adapt to new/updated software and other online tools to perform work
• Touch typing skills strongly preferred
• Experience with clerical methods utilized in the accounting process
• Experience with Microsoft Office365 applications; intermediate to advanced skills with Microsoft Excel in order to maintain spreadsheets and other documents
• Ability to perform and maintain multiple tasks and projects simultaneously and prioritize effectively
• Ability to establish and maintain good working relationships with County employees and citizens
• Ability for regular, local travel for banking deposits and/or payments, as needed
• Demonstrated ability to maintain calm demeanor in stressful situations
• Demonstrated record of reliable work attendance and punctuality
• Demonstrated good driving record

Physical Demands/Special Work Environment:

• Constantly operates a computer, other office equipment. These tasks involve movement such as picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling
• Substantial movements (motions) of the wrists, hands, and/or fingers
• Ability to remain at workstation in a stationary position for up to 50% of the time
• Ability to occasionally move about inside the office to attend meetings, access file cabinets and other office machines
• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body
• Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading and data entry

Reports to: Finance Director Supervisory Responsibility: None

Botetourt County provides equal employment opportunities to all employees and applicants.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.