New Job Financial Program Specialist In Oregon

About the Financial Program Specialist role:
Provides general paraprofessional assistance in procurement and accounts payable, customer and client service and support, and daily financial transaction reconciliation for the Permit and Information Center; work involves complex administrative support activities requiring a comprehensive knowledge of City of Eugene purchasing rules, best practices for cash handling and revenue reconciliation and department and/or citywide functions as they relate to procurement and accounts payable, and other practices and procedures that impact the ability of work units to purchase items and pay for them in a timely manner. Coordinates with Budget Analyst, Contract Program Coordinator, Coordinated Services Supervisor and/or Central Services Finance as needed to develop, promote, and train staff in process improvements. Processes and/or delegates processing tasks for accounts payable, daily financial reconciliation. Also includes customer service work to staff and the general public regarding building permit intake and inspection support. To learn more about the City of Eugene organization and the area, see the Supplemental Information section below!

Position Classification: Program Specialist - AFSCME
Department/Division: Planning & Development/Building & Permit Services
Work Location: The Atrium, 99 W 10th Ave, Eugene, OR 97401

Provides specialized information and assistance to the public or other employees requiring a thorough knowledge of procurement and accounts payable components, relevant laws, regulations, policies and procedures; interprets and applies program information to a variety of situations and the processing of requests; determines when to contact appropriate program staff for assistance; may assist public with program compliance questions and issues.

Develops and maintains accurate and timely record-keeping or database systems; develops data file layout and reports; assures inclusion of information from required sources; monitors accuracy of data; tests and implements program changes; provides training and designs procedures.

Assists with the design, implementation, monitoring and maintenance of procurement and accounts payable processes, procedures especially in the areas of financial reconciliation and cashiering systems; responsible for monitoring procurement and accounts payable activities with a focus on continuous improvement.

Assists with the design, implementation, monitoring and maintenance of cashiering and reconciling, procedures and systems; may be responsible for monitoring cashiering and financial activities and processes with a focus on continuous improvement.

Monitors processes and compliance to policy and legal standards for cash handling, document retention, and reconciliation for the Permit Information Center.

Develops and/or coordinates the processing of forms, notices, orders or materials required for program area functions.

Researches cashiering transactions and information; evaluates findings and compiles recommendations and reports.

Maintains complex and specialized records.

Prepares correspondence, forms, brochures, and a variety of statistical or narrative reports.

May prepare and develop meeting materials related to reconciliation and cashiering process improvements to be presented at divisional meetings; prepares and presents continuous improvement concepts as related to reconciliation and cashiering processes at staff meetings and/training sessions; provides staff support during meeting.

May lead and direct procurement and accounts payable as well as reconciliation and cashiering work activities of other support staff or temporary employees.

Actively supports and respects diversity in the workplace.

This position is a member of the permit intake team and will also perform shared customer service duties.

Performs other related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED
Receives supervision from the Coordinated Services Supervisor.
May exercise lead direction over other clerical employees.

To learn more about the duties and qualifications of this position, follow the link to the Program Specialist - AFSCME job classification.

Introduction to Qualifications: Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferrable skills from a variety of sources and experiences. The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

Knowledge of:
General program knowledge and basic background in the financial operations such as cash register reconciliation.

Department and citywide program procedures, policies, terminology and related regulations as applicable to the program area.

Applicable federal, state, and local laws.

Computerized processes, including word processing and spreadsheets, as applicable to program area.

Basic math and bookkeeping.

Basic public purchasing and contract processes, as applicable to program area.

Office practices, procedures and equipment.

Ability to:
Interpret and apply program information in making decisions or in providing information to others.

Interpret and apply cashiering and reconciliation information in making decisions or in providing information to others.

Maintain complex specialized records; compile and evaluate data; prepare narrative and statistical reports.

Use word processing, enterprise and localized financial software, spreadsheet programs, and other application software to perform tracking and monitoring activities; develop and extract specialized reports.

Monitor and evaluate problems with processes, procedures, and policies to identify solutions; project outcomes, recommend changes, and implement recommendations.

Recommend adjustments to policy and procedures; assist in the development of short and long-range goals and objectives

Communicate effectively, both orally and in writing with city staff, the general public and other agencies using courtesy, tact and judgment; provide clear explanation of program policies, procedures and practices.

Work independently and in a team-setting, and make appropriate decisions regarding work methods and priorities.

Establish and maintain varied and detailed computerized filing and record-keeping systems.

Operate standard office equipment such as word processor, calculator, computer terminal, telephone and photocopier.

Work quickly, accurately and thoroughly with close attention to detail to meet deadlines.

Assign, review and guide work of other clerical employees.

Train co-workers in processes and procedures.