Human Resources

Financial Management Assistant

FINANCIAL MANAGEMENT ASSISTANT

DISTINGUISHING FEATURES OF THE CLASS
:  This work involves responsibility for the independent performance of responsible account-keeping procedures in maintaining and checking financial accounts and records.  The incumbent in this position analyzes and monitors program funds, grants and expenditures; furnishes periodic financial reports; completes the payroll and other related personnel reports.  The work requires decision making as to methods to be used and classification of records and accounts.  The incumbent is responsible for entering and retrieving information using computer database/spreadsheet software.  The work is performed under the general supervision of a higher level administrative staff with leeway allowed or the use of independent judgment in carrying out details of the work.  Supervision is not a responsibility of this position.  Does related work as required.

TYPICAL WORK ACTIVITIES:
Reviews a variety of complex financial documents, classifies them and distributes items into a variety of accounts according to prescribed procedures and policies including payroll, budget tracking, accounts payable and receivable;

Prepares budgets for state and federal grants from RFP (Request for Funding Proposal) stage or CFA (Continued Funding Application) stage;

Performs complex payroll transactions or may prepare payroll for entire department and prepare all related reports;

Prepares a breakdown of payroll, vouchers and purchase orders to grants and creates monthly budgeting sheets to track balances. Aids with the budget preparation and application of grants by compiling and analyzing financial data;

Posts figures to appropriate accounts, makes all necessary adjustments in balances and verifies and reconciles balances;

Maintains and updates database/spreadsheet records on a personal computer;
Tracks, audits and monitors a variety of accounts;

Verifies adjustments are made to correct allocations and issues reports as required;

Prepares complex financial or statistical summary reports for agency use, or submission to State and Federal agencies;

Checks for accuracy of computations and completeness;

Prepares and process invoices, vouchers, payments and billing for appropriate accounts;

Prepares in final format, financial statements, payrolls, statistical tabulations and data, form letters, memoranda, vouchers, reports, requisitions or data from various source material;

Prepares funds for deposit into accounts, reconciles accounts and prepares reports from information;

Operates a personal computer, peripheral equipment and other related office equipment;

May act as a personal secretary to Administrator or Department Head. 

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, PERSONAL CHARACTERISTICS:  Good knowledge of modern methods used in keeping and checking financial accounts and records, including computer financial software; good knowledge of modern office terminology, procedures, equipment and business English; ability to make complex arithmetic computations involving fractions, decimals and percentage accurately; ability to operate a personal computer and utilize common office software programs including word processing, spreadsheet and databases at an acceptable rate of accuracy and speed; ability to organize and maintain accurate records and files; ability to analyze and organize data and prepare records and reports; ability to understand and interpret complex oral instructions and/or written directions; ability to establish and maintain effective working relationships with others; ability to perform close, detail work involving considerable visual effort and strain; ability to pay close attention to details; accuracy; ability to communicate clearly and effectively both orally and in writing; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:  Graduation from high school or possession of an appropriate equivalency diploma recognized by the NYS Department of Education, AND EITHER:

  1. Graduation from a regionally accredited or NYS registered four year college or university with a Bachelor’s Degree in accounting, business administration, math or related field AND one (1) year of full-time, paid experience in responsible financial record keeping duties;
    OR:
  2. Graduation from a regionally accredited or NYS registered two year college or university with an Associate’s Degree in accounting, business administration, math or related field AND three (3) years of full-time, paid experience in responsible financial record keeping duties.
    OR:
  3. An equivalent combination of training and experience as defined by the limits of A and B above.

SPECIAL REQUIREMENT FOR APPOINTMENT AND CONTINUED EMPLOYMENT

Possession of a valid New York State driver’s license at the time of appointment and maintenance of such license throughout the tenure of employment in the position.

Competitive Classification