City of Quincy

Job Description

JOB TITLE: Office Coordinator DATE: January 2023

DEPARTMENT: Treasurer's Office FLSA STATUS: Exempt

POSITION SUMMARY:

Position requires experience in banking, accounts receivable, cash handling and customer service with strong organizational skills and attention to detail. Supervises the work of others and responds to customer service issues in the Treasurer's Office. Works without the direct supervision and is cross trained in all departmental procedures. Position has discretionary authority in making decisions, supervising personnel and budget matters.

JOB DUTIES:

• Performs Internet banking transfers, wires, ACH and electronic fund transfer activities and all other electronic banking transactions
• Responds to customer service issues in the Treasurer's Office
• Develops, coordinates and monitors programs within the City Treasurer's Office;
• Assists the City Treasurer in the administration of the City's investment program;
• Compiles data for monthly, detailed report of investment activity;
• Projects daily and long term cash flow to insure maintenance of necessary liquidity;
• Reviews and monitors central cashiering, banking, accounting and record-keeping operations as related to investments, deposits, receipting interest, general cash receipts and disbursements;
• Reviews transactions for proper revenue account classifications;
• Prepares to assume the duties of the City Treasurer and represents the City Treasurer's office in interdepartmental, commission, Council, community and professional meetings; acts for the City Treasurer in his/her absence;
• Composes correspondence and prepares special studies, statistical analyses and various reports; ensures mathematical, grammatical and procedural adequacy of reports, forms and other typed materials;
• Serves as a liaison for the City Treasurer's Office with other City departments, divisions, outside agencies and the public; negotiates and resolves significant and controversial issues;
• Downloads daily reports and reconciles cash balances with cash sheet to ensure daily cash operating needs of the city are met
• Tracks City's deposits and transferring funds using Internet Banking on a daily basis
• Uses Internet to track revenue from all state agencies
• Tracks revenue using "HTE400" Financial Software
• Uses Excel to record transactions for all procedures
• Tracks loan balances

• Prepares collection information and writes letters
• Trains and manages accounting clerks to use QuickBooks for accounting and preparing reports of all Police and Fire Pension transactions
• Analyzes financial data and prepares reports using Excel
• Tracks investments and interest using Excel
• Reviews monthly bank and credit card statements after clerks have balanced them
• Verifies tracking of Petty Cash
• Verifies cash sheets prepared by clerks
• Tracks Hotel/Motel Taxes
• Oversees and verifies daily deposits prepared by clerks
• Prepares investment letters
• Balances receipt book
• Verifies Comptroller's covering for clearing account
• Oversees receipting and coding of state and federal grants
• Approves departmental payroll records
• Prepares appropriate monthly and yearly reports in a timely manner
• Monitors and maintains permanent files and manages records according to state records retention policies
• Completes budget preparation and tracking
• Assists independent auditors in performing yearly audit as requested
• Types, prepares and/or distributes correspondence, memorandums, etc.

QUALIFICATIONS:

Training and Experience:

(Any combination of education and experience that provides the required knowledge and skills is qualifying) Bachelor's degree or equivalent in banking, accounting, finance, business, public administration, or a closely related field; 10 years increasingly responsible administrative in banking, accounting, finance or auditing; or equivalent combination of training and experience which provides the required knowledge, skills and abilities. At least two (2) years of supervision or management of a financial function. Experience in municipal treasury operations and previous supervisory experience is desirable.

Licenses/Certifications:

Valid State of Illinois Driver's License

Certification as a Certified Public Funds Administrator (CPFA) or Certified Public Funds Investment Manager (CPFIM) is highly desirable but could be obtained during first year of service.

Knowledge, Skills, and Abilities:

knowledge of the laws and regulations that impact the work performed; theory, principles and practices of finance as applied to a wide variety of government investment programs; Federal and State laws and requirements related to government investments; principles, practices and methods of financial auditing; budget preparation principles; management and supervisory principles and practices; principles of municipal budget preparation and control; modern and complex office procedures, methods, equipment and software applications; business correspondence, proper English usage, spelling, grammar and punctuation; City ordinances and administrative rules and regulations affecting departmental operations and personnel matters.

Exceptional skill in public and employee relations and in maintaining effective working relationships; telephone and oral communication, high quality customer service methodology and principles

Ability to maintain absolute confidentiality of information and situations encountered; read, analyze and interpret documents such as policies, regulations, and instruction; manage the work of subordinates including coaching staff for improvement and development, training, assigning, monitoring and evaluating work performance, counseling and disciplining staff and resolving grievances; evaluate, develop and implement division policy and programs to improve operations; manage multiple tasks and projects simultaneously; maintain financial records on investments; analyze, and evaluate investment data and cash flow projects, make recommendations and act effectively on the information; monitor investments to ensure compliance with policies and regulations; interpret and apply Federal, State and local statutes and provisions as related to government investments; maintain accurate financial records on investments; communicate clearly and concisely both orally and in writing; interpret and apply Memoranda of Understanding, City ordinances and administrative rules and regulations affecting departmental operations and personnel matters; develop, understand, interpret laws and execute rules, regulations, policies and procedures; develop clear, concise, and comprehensive studies, reports, and agenda items.

PHYSICAL DEMANDS:

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to stand, walk, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually quiet.

RESIDENCY REQUIREMENT:

Employee shall reside within the boundaries of Adams County, Illinois within six months of the effective date of employment with the City of Quincy.