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Administrative Assistant (Finance)

San Francisco, CA

Employment Type: Contract Position: Administrative/Clerical/Support

 

Wollborg Michelson Recruiting is sourcing an “Administrative Assistant” (Office of the Auditor) for their municipal client in San Francisco, CA.

 

Find Your Dream Job

Finding a Dream Job can feel a lot like searching for a needle in a haystack. We start by viewing each candidate as an individual, identifying their distinct strengths and guiding them to the right opportunities. We're also big believers in mentoring our candidates and creating long-term relationships. Helping you find your Dream Job is really just the start. We want to help you build a Dream Career!

 

POSITION:               ADMINISTRATIVE ASSISTANT

                                    This position will primarily support the Auditor Controller,

                                    Director of Budget & Electronic Revenue Collection, Director of Capital and Grants Programs, the Director of Accounting, the Director of Finance, and their staff.

 

POSITION DESCRIPTION:

Under general direction, as the only administrative support person for the entire department, this position performs many different levels of duties and varied responsibilities.  Provides complex, confidential office administrative assistance to the Auditor Controller, the Director of Budget & Electronic Revenue Collection, the Director of Capital & Grants Programs, the Director of Accounting, the Director of Finance, and associated administrative, supervisory and professional staff.  Performs highly responsible and sensitive duties; exercises the highest level of discretion, confidentiality and independent judgment related to the executive responsibilities of the management level for which assistance is provided.  Makes decisions that significantly facilitate the work of the Auditor Controller and associated staff.  Performs related work as required.

 

EDUCATION/EXPERIENCE REQUIREMENTS:

Education and Experience Equivalent to:

  • Requires a minimum of four years' recent full-time position related complex and confidential experience requiring the use of initiative and independent judgement.
  • Must be able to demonstrate proficiency using advanced word processing and spreadsheets using Excel. PowerPoint is desirable
  • A degree in Business, Finance, Public Administration, or related degree may be substituted in lieu of three years of experience
  • Experience designing and enabling workflow in a mufti-office setting is highly desirable

 

ESSENTIAL RESPONSIBILITIES:

  • Will prepare and finalize reports to various Committees and Board including quarterly reports for Finance-Auditing Committee meeting
  • Prepares a variety of drafts and finished materials, which may include technical content, statistical content and terminology related to the activities of the division or department, including materials for meetings, speeches, presentations, and agenda items from notes, brief instructions, prior drafts or voice recording equipment; reviews and/or edits materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage
  • Researches, compiles and summarizes a variety of informational materials; prepares draft and/or final correspondence, narrative reports and other written materials using such information
  • Prepares and reviews a variety of periodic, statistical and special reports regarding the activities of the division or department, which may require research, compilation of data, designing forms, and ascertaining project status from various sources
  • Works with members of the District as well as the public to address concerns as directed
  • Prepares expense reports, travel authorizations, and check requests for all Auditor-Controller staff
  • May prepare correspondence letters for the Finance Department
  • Schedule meetings and maintain the “contacts” and calendar folder in Outlook for the Auditor-Controller
  • Maintain the department files, confidential records and files, including a file index in paper and OnBase.
  • Assists Finance Department in budget preparation and administration
  • Follows up and collaborates with department heads and managers to keep advised of the status of correspondence, agenda items and other related matters delegated for action or response may

sign routine correspondence without management review

  • Interact and interface extensively with District employees on questions or issues in the Finance Department.
  • May receive phone calls for Auditor Controller or others, screens telephone calls, ascertains the nature of the contact and directs the caller to the proper individual and/or provides authoritative information which may require the use of judgment and interpretation of department policies
  • May proof and sign manual checks from the Payroll Department and for the distribution of all employee payroll checks
  • Sort and route some incoming U.S. mail and interoffice mail for the Auditor-Controller, Budget and Finance offices
  • Research airfare and hotel accommodations and makes reservations for all Auditor-Controller and staff
  • Responsible for the distribution of annual reports to approximately 40 businesses, institutions, etc.
  • Regular and reliable attendance and performance is required.

 

 

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:

  • Ability to learn and apply District policies, laws, and regulations that pertain to work
  • Must possess strong problem-solving skills and be able to recognize process improvement opportunities
  • Ability to actively participate and function in a team-based environment
  • Ability to be creative, innovative and self-motivated to improve the Auditor-Controller department and the Finance-Auditing team
  • Ability to evaluate and determine alternative courses of actions and present recommendations
  • Ability to maintain confidentiality and protect information and documents appropriately
  • Ability to understand and rapidly respond to a broad range of demands made to the department or division
  • Ability to work effectively in a high volume, high visibility office environment
  • Ability to organize work, set priorities, meet critical deadlines and follow up assignments with a minimum of supervision
  • Ability to work as part of a team using excellent interpersonal and communication skills
  • Ability to manage projects and programs in a positive, effective manner while maintaining adherence to deadlines, policies and procedures
  • Ability to use tact, discretion, initiative and independent judgment in establishing and maintaining cooperative, effective and productive professional working relationships with all encountered in the course of work
  • Ability to effectively organize and maintain the records of the department or division assigned

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