Administrative Assistant - Finance Department (40 hours/week)

Job Summary

The Finance Division has an opening for a 100% FTE (40 hours/week) Administrative Assistant. The Administrative Assistant performs a variety of clerical, administrative, and technical support tasks for the Finance Division. This position assists with purchasing, accounting, and related financial operations to ensure accurate, timely, and efficient processing of district transactions. Responsibilities include preparing and reviewing purchase requests, coordinating supply orders and distributions, verifying invoices and supporting documentation, preparing processed payments for release to vendors, mail operations, and providing general administrative support to Finance staff. The Administrative Assistant interacts with vendors, employees, and the public to provide information, resolve routine issues, and ensure compliance with established policies and procedures.

Essential Functions

Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Perform accounting and purchasing data entry into the accounting software, based on positional responsibilities and verify entries for accuracy.
• Match and prepare remittance checks /EFTs and related documentation for mailing after processing.
• Prepare bank deposits for the operations center and multiple branches; accurately receive and process business office payments and prepare funds for deposit.
• Process and track supply requests including specialty, craft, seasonal, and special program orders for all departments, divisions, and branch locations; review pricing and bids, prepare purchase orders per established procedures, and follow up with vendors on order status or discrepancies.
• Review and reconcile invoice vouchers, credit card transactions, purchase orders, and receiving documents to ensure appropriate dates, authorizations, prices, and quantities.
• Receive and process deliveries, verify shipment contents, and ensure proper documentation and distribution.
• Maintain and replenish inventories for general office, kitchen, and janitorial supplies for the operations center to ensure frequently requested supplies are readily available.
• Maintain organized files and records for fiscal-accounting, purchasing, and inventory purposes, ensuring compliance with records retention requirements.
• Greet visitors, respond to email and phone inquiries, and provide information or route requests appropriately.
• Process incoming and outgoing interoffice mail and office deliveries.
• Retrieve, log, and distribute district credit cards for employee use; monitor card check-in and recordkeeping.
• Act as a liaison with departments, divisions, vendors, and external partners, handling confidential and non-routine information with discretion.
• Assist in training new staff, temporary employees, and substitutes.
• Participate in department meetings, discussions, and cross-functional committees.
• Stay current with purchasing, inventory, and accounting practices through training, workshops, or professional reading.

Schedule

This position works at our Operation Center, Monday through Friday from 8:00 am to 5:00pm. The successful candidate will have the ability to set their ongoing/recurring schedule with either a 30 minute or hour lunch break. If they choose a 30 minute break, they will work 8:00 am to 4:30 pm. This will be set in advance and not change on a weekly basis.

Education and Experience

• Associates degree in a related field or equivalent required.
• A minimum of three (3) years of related experience is required, five (5) years preferred.

Supervision

This position does not directly supervise other staff members and has no budgetary responsibilities. The Finance Assistant works under the general supervision of the Finance Director, following established procedures, policies, and regulations. The position exercises judgment and uses prior experience to identify and resolve non-routine issues. May provide support and guidance to other staff by answering questions and assisting with processes related to purchasing, accounting, or finance operations.

Physical and Environmental Conditions

Work is conducted in a normal office setting which provides comfortable lighting, temperature and air conditions. Routine light and heavy lifting, such as equipment, boxes, library materials or other materials (up to 50 pounds alone or more with assistance) is required along with potentially long periods of sitting, walking, stooping, and bending. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices or meeting rooms, e.g. use of safe workplace practices with office equipment, and/or avoidance of trips and falls and observance of fire regulations.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. This and all FVRL positions are subject to transfer, based on library need.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job. Fort Vancouver Regional Library District is also an Equal Opportunity Employer.