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Finance Assistant IIIFinance Assistant III City of Otsego Title of Class: Finance Assistant III Revised Date: June 1, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs skilled to highly skilled administrative support work including financial management, accounting, payroll and human resources; performs related duties as required. Supervision Received: Works under the general supervision of the Finance Director. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. *Sets up and maintains employee payroll records and prepares and updates files for payroll processing; maintains employee vacation and personal leave balances. *Sets up payroll deductions and submits flexible spending, HSA and deferred compensation funds to appropriate contracted plan administrators; completes and sends PERA report. *Collects and audits electronic timesheets and transmits payroll data by phone into ADP's system. *Acts as contact with payroll and benefit vendors and employees: answering questions, makes changes and resolves errors related to pay, payroll deductions, leave accrual, final pay checks and COBRA. *Calculates amounts due to insurance providers and reconciles changes and errors. *Ensures required forms are completed for new and terminating employees. *Maintains cash flow ledger by recording deposits, disbursements, bank adjustments and other entries. *Prepares monthly, quarterly and annual tax payments, sales, fuel tax and payroll reports and forms. *Performs daily and month-end accounting including preparing deposits of the City's cash receipts and.reconciling with Point -of -Sale Reports. Prepares and maintains records of miscellaneous billings issued by the City. *Analyzes and prepares journal entries required for automatic bank charges. *Completes monthly reconciliation of bank accounts and compares to cash sheets. *Administers the City's employee benefit program including employee insurance, time off, holidays, etc.; works with outside insurance agents and plan administrators to ensure contractual requirements are met and employee concerns are resolved. *Manages the insurance renewal process and open enrollment meetings and conducts new employee orientation; oversees benefit enrollment and changes. *Works with vendors of Property and Liability insurance in conjunction with the Finance Director to limit exposure and meet statutory requirements in claims processing; maintains files on liability claims made by or against the City. *Processes Worker's Compensation claims and acts as the liaison with WC Administrator; performs follow-up on claims and maintains files. Finance Assistant III City of Otsego *Maintains records of vendor and provider contracts related to insurance, payroll and benefits; maintains insurance policies and endorsements for additional insurance. *Coordinates the recruitment and selection process for City positions in conjunction with department heads and City Administrator including: advertising, screening, interviewing, testing, applicant correspondence, background checks and pre-employment physicals. *Processes employee leaves of absences, including FMLA, Parenting Leave, Military Leave, etc.; advises employees on eligibility for continued benefits during the leaves and assists in administering COBRA with advice from the Human Resources Consultant. *Ensures policies and acknowledgement sheets are distributed to employees, completed, returned and file in personnel files; answers routine questions on personnel policies. Completes special assessment searches as requested from real estate agents, title companies and the general public; record payments and report them to Wright County Auditors office and assists in preparing assessment rolls. *Processes the City's drug and alcohol testing programs; works with outside providers for random selection generation, independent collection and testing, referrals to substance abuse professionals and compliance with relevant laws and rules. *Assists the Finance department in developing salary and benefit projections for the upcoming year as part of the budget process. *Establishes and maintains all permanent personnel files; approves routine items entered and obtains approval for non -routine items. *Coordinates the City employee safety program and assists in ensuring compliance with relevant laws, rules and regulations; prepares OSHA 300 log. *Coordinates organization -wide performance evaluation system to ensure timely reviews are completed and enters into personnel files. *Researches and prepares a variety of reports as required. Assists with the development and implementation of citywide accounting policies and procedures. Issues bulk water meters to contractors and processes billing for usage. Verifies credentials, reviews applications and arranges for access to water towers through People Service Inc.. Assists audit firm with annual audit as requested. *Notarizes documents as needed. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of payroll and benefits practices, procedures and reporting requirements. *Considerable knowledge of accounting practices and procedures. *Considerable knowledge of standard office equipment, including computers and standard office software. *Working knowledge of State and Federal laws and guidelines related to accounting and financial management. *Working knowledge of human resource practices including benefit administration, hiring processes and personnel file management. *Working knowledge of laws, rules and regulations related to payroll, benefits, safety and human resource administration including hiring, data practices as it pertains to personnel data and drug and alcohol testing. Finance Assistant III City of Otsego *Considerable skill in operating office equipment including operation of a personal computer with specialized accounting, word processing, spreadsheet and database management software. *Considerable ability to establish effective working relationship and communicate clearly and cordially with vendors, City staff and the general public, both orally and in writing. *Considerable ability to analyze and solve problems and perform accurate mathematical calculations. *Considerable ability to type and enter information with speed and accuracy and to maintain accurate and thorough records and documentation. *Considerable knowledge of relevant city policies, procedures and ordinances. *Considerable ability to work independently or as part of a team. *Considerable ability to communicate effectively, both orally and in writing, including explaining information clearly and concisely. *Considerable ability to organize work, manage multiple tasks simultaneously and prioritize the work. *Considerable ability to maintain confidentiality. *Working ability to establish and maintain effective working relationships with City staff, outside contractors, elected officials and the public. *Working ability to sit for long periods of time and manipulate objects using fine motor skills for extended periods. Working ability to bend, stoop, push, pull and reach periodically. MINIMUM QUALIFICATIONS Two years of college with major course work in business, human resources, accounting or a related field and three years of responsible administrative support experience in accounting and payroll. Additional experience in related field may substitute for education required. Prefer administrative support or technical experience in human resources and benefit administration. experience. Experience with OSHA -required safety programs desirable. *Asterisked items are essential to the job.