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City of Chattanooga · 1 day ago

Administrative Support Coordinator (Wastewater)

455 Moccasin Bend Road, Chattanooga, TN, 37405, US

Full-time

Onsite

Mid Level

$28.38/hr - $38.06/hr

4+ years exp

The City of Chattanooga is seeking an Administrative Support Coordinator for their Wastewater Department. The role involves overseeing bookkeeping, budgetary, purchasing, and related administrative functions, while assisting management with financial records and reports.

Association

Responsibilities

Assists management with the monitoring of approved budget for department or large division; maintains financial records and related information; creates/modifies spreadsheets and files to facilitate departmental/division record keeping; enters and retrieves data from the computerized accounting system and/or departmental spreadsheets; tracks expenditures and monitors against allocated funds; works with the Finance Department to resolve any problems or discrepancies

Prepares departmental payroll documents, financial statements, and other reports as required to report accounting activities and assist management in making decisions; reconciles bank statements

Receives and processes invoices, billing statements and receipts for payment; submits to supervisor for approval; verifies authorization for purchases prior to payment; calculates totals to ensure compliance with budgetary requirements; posts to appropriate account; enters into appropriate accounting records; forwards to appropriate department for processing and payment

Initiates billings for services rendered by the City; records invoice date, number and amount; receives payment and matches to appropriate invoice; indicates paid invoice; processes payments and submits to appropriate department; notifies supervisor of overdue invoices

Assists with monitoring state and federal grant programs; processes monies received; compiles data and prepares reports for reimbursement and other purposes; apply monies to correct accounts; compiles data for yearly audit; maintains integrity and confidentiality of all information

Oversees cash flow for undercover and investigative operations; prepares and distributes wages for operatives; ensures appropriate receipts and documents are procured from officers; verifies and balances receipts with accounting records; reports any discrepancies; maintains integrity and confidentiality of all records

Composes, types and/or prepares various correspondence, letters, memoranda and specialized reports and documents for assigned department; reviews for accuracy and completeness; makes copies, faxes, and/or files for departmental use and future reference

Maintains departmental databases; inputs information into computerized systems; ensures data is accurate and correct prior to being input; purges old information as required

Performs other administrative duties such as, coordinating travel arrangements and tracking expenditures; receiving, sorting and distributing incoming and outgoing mail; scheduling and coordinating meetings as required by director; and serving as Notary Public

Must meet regular attendance requirements

Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens

Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner

Performs other duties as assigned