|Job Title:||Finance Department Program Assistant|
|Salary:||$56,275 – $68,388|
|Entity:||City of Olympia|
|Closing Date:||Continuous until filled, first review 5/1/2021|
The City of Olympia Finance Department seeks a Program Assistant to provide administrative and office support to the department director and senior management team. The successful candidate reports to the Finance Director and performs a variety of highly responsible and complex duties that have a citywide impact. It requires a high level of professionalism, competency, and confidentiality. The position is located at Olympia City Hall. The position may also be teleworking due to the Covid-19 pandemic.
The Finance Department is one of 10 City departments and provides critical support to other city departments and the community. The Finance Team consists of 20 full-time employees, includes three managers, and provides services for: accounts payable, billing and collection, budget, cash and debt management, financial reporting, investments, payroll, project and grant accounting, fleet administration and support to the Council Finance Committee.
Ideal Candidate Profile Characteristics
•Outstanding personal character including integrity, honesty, compassion, courage, good judgment, and a sense of humor.
•Ability to build and maintain relationships with a variety of audiences including councilmembers, directors, coworkers, and staff.
•Ability to use sound judgment in evaluating situations and making decisions on a variety of politically sensitive and confidential issues.
•Proactive, self-directed, invested, and motivated with a genuine interest in serving diverse internal and external customers using tact, patience, and courtesy.
•Ability to multi-task, prioritize, and organize workload and deadlines in an environment with competing demands, interruptions, and sometimes inflexible deadlines.
•Expert-level computer skills in Microsoft Office (Excel, PowerPoint, Publisher, Word).
•Ability to review and proofread, with an eye for detail, official correspondence, staff reports, technical reports, presentations, and website content.
•Responsible to perform program administrative support duties including assistance with research, implementation, record keeping, monitoring and routine operation of a specific City program.
•Performs any combination of the following tasks, depending on program: recruit, train, and lead volunteers; assist various ad hoc committees to complete the program mandate.
•Develop and implement program related promotional materials.
•Maintain record keeping systems to track and measure program effectiveness.
•Collect and analyze program related data, prepare various written documents, assist in the preparation of grants and other funding source applications.
•Perform telephone and in-person reception; type various documents from written/verbal instruction or machine dictation.
•Compile statistics, prepare reports, and maintain program records and files.
•Basic working knowledge of program area.
•Knowledge of various research methods and source material.
•Knowledge of basic municipal organization.
•Knowledge of community-related programs.
•Skill in guiding, facilitating and communicating with a variety of audiences concerning program goals and operations.
•Skill in preparing or assisting in the preparation of presentations materials related to specific program.
•Skill in calendaring meetings.
•Ability to organize and communicate multiple critical deadlines.
•Ability to work independently, set priorities, meet deadlines and exercise appropriate independent judgment in the completion of job duties.
•Ability to prepare and present program-related information to various audiences.
•Ability to assist in the preparation of grant and other funding source applications.
•Ability to lead and monitor the work of others.
•Ability to perform basic mathematics.
•Ability to maintain files and records in accordance with various funding source requirements.
•Ability to read, interpret and apply prescribed instructions and information to program administrative requirements.
•Ability to work cooperatively with others as a member of a service-oriented team.
•Demonstrated punctual, regular and reliable attendance is required.
•Two years related experience required.
•Experience in specific program area preferred.
• The Program Assistant works in an office where noise and frequent interruptions are possible.
• In response to pandemic, position may also be teleworking.