Description
Provides skilled administrative support to management, departments, and city residents, and intermediate clerical and technical work. Maintains various accounting controls and records; performs accounting tasks involving the preparation of various fiscal and statistical reports; processes accounts payables; maintains the telephone system billing; keys weekly payroll; assists in preparing annual budget; maintains records of vehicles and equipment; keys and receives inventory; keys and processes purchase requisitions and credit card charges.
The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.
When assigned to Public Works: Manages accounts payables by receiving, coding, and verifying invoices for department; overseeing and assisting in recordkeeping of invoices; generating purchase requisitions and check requisitions as needed or requested; reviewing and processing invoices for payment; ensuring contract compliance, electronic drawdowns, and payments are accurate as well as budget sufficiency. Manages telephone, long distance, and cell phone billing; maintaining files for recordkeeping. Assists with inventory control and maintenance of purchases and related records to ensure accuracy of material reports; and maintaining files on rehabilitation loans, capital projects, and grants. Oversees Smart Data Master Card charges by posting GL accounts, work orders, and descriptions of credit card charges; generating monthly transaction report that is forwarded to Purchasing; and maintaining files for recordkeeping. Processes weekly payroll by verifying and coding weekly payrolls according to task; and keying and balancing accordingly. Keys receivers into One Solution and obtains purchase orders; receives fuel into inventory; keys in inventory item invoices and puts into stores inventory allowing stock to be issued from the warehouse; prepares a leaf season report annually, end of season snow report; orders de-icing salt; assists the Litter Prevention Coordinator with tasks such as preparing reports for the City Beautiful Committee 'Yard of the Month' judges, winners, and program schedule for annual meeting. When assigned to Transportation: Provides telephone support by receiving and directing calls; answering passenger questions; setting up reservations; arranging for transportation for the clients of various agencies; and assisting agencies with the purchase of tokens. Generates daily reports by entering passenger information into the RouteMatch system; records information in Excel; completes daily reconciliation of collections and ridership; updates vehicle availability reports; tracks driver mileage; prints timesheets weekly; utilizes RouteMatch information to create and/or generate reports as needed by the Transportation Services Director; and keys AMTRAK information to create report. Provides clerical support by performing data entry; copying and faxing; typing correspondence; communicates with outside agencies; maintains office files; and communicates and assists co-workers. Prepares monthly reports by compiling RouteMatch information and Excel data to generate multiple monthly ridership reports for fixed route and demand response services (Reserve A Ride and Handivan); generates multiple Senior Transportation reports utilizing information in the RouteMatch system to support information needed by the P&R Recreation Grants Specialist to support the Aging Grant. When assigned to Utilities: Processes invoices and purchase requisitions including working with vendors to resolve payment issues; analyzes month-end statements from vendors; and acts as liaison between supervisors and finance department Processes payroll weekly by coding, keying, and balancing payroll; works with supervisors to resolve issues; verifies leave balance available; tracks vehicle timesheets; and works with Human Resources and Finance to resolve leave issues. Posts weekly and monthly vehicle charges; posts credit card charges by obtaining credit card receipts; verifies account numbers on credit card receipts for accuracy; posts credit cards into SmartData; keys work orders; and performs other essential functions including front office duties. When assigned to Social Services: Oversees accounts payable on a weekly and monthly basis by receiving and processing multiple case actions and invoices; corresponds with Family Services Supervisors; processes checks with detailed correspondence; corresponds with Employment Services Supervisor; and implements solutions and follow-ups to ensure resolutions to problems. Oversees accounts receivable by receiving payments from customers; totals cash and checks received at the week's end; makes bank transactions; forwards receipts to Treasurers' office; and posts transactions to computer system to be included in monthly reports. Assists clerical unit and provides front desk support by directing calls to proper unit; takes voice messages as necessary; completes necessary forms; and directs customers to necessary worker or unit for the application process; and provides back-up for Senior Accountant. When assigned to Community Development - Housing and Development Manages accounts payables by receiving, coding, and verifying invoices for department; overseeing and assisting in recordkeeping of invoices; generating purchase requisitions and check requisitions as needed or requested; reviewing and processing invoices for payment; ensuring contract compliance, electronic drawdowns, and payments are accurate as well as budget sufficiency. Analyzes fund accounts by preparing journal entries and budget transfers; evaluating each account by line item; ensuring expenses are hitting the correct accounts; creating journal entries for problems; and handling budget transfer tasks to cover deficits when applicable. Maintains files for recordkeeping; assists with inventory control and maintenance of purchases and related records to ensure accuracy of material reports; and maintains files on rehabilitation loans, capital projects, and grants; retrieving billing statements; contacting vendor to resolve issues; ensuring funds are deposited electronically; and checking account for verification. Oversees Smart Data Master Card charges by posting GL accounts, and descriptions of credit card charges; generating monthly transaction report that is forwarded to Purchasing; and maintaining files for recordkeeping. Manages Loan Portfolios for approximately 500 HUD and/or Urban Development loans by preparing payment ledgers; processing monthly loan payments into principal and interest according to terms of loan agreements; monitoring loans; and compiling report on delinquent accounts. When assigned to Finance: Processes travel accounts by issuing travel advances and reimbursements in accordance with established policies and procedures; processes Accounts Payable by receiving, keying, and posting invoices; matches checks to invoices; keys log and proofs ACH and wires transfers; validates accounts payable batches; and daily reconciliation of accounts receivable. Performs tasks required for the end of the month closing, including filing utility and sales and use tax; reconciling accounts; keying journal entries; and assisting accounting staff. Completes other administrative and accounting functions including answering telephones; ordering office supplies; performing daily fuel and cash interfaces; administration of vehicle and equipment records; administration of W-9s and year-end Form 1099 preparation; quarterly administration of LODA; assisting with annual audit; and management of the document retention and destruction process for the department. When assigned to Police: Performs clerical and office duties by answering and directing telephone calls; typing, faxing and filing; assisting in the preparation of the division budget; ordering and maintaining office supplies; reviewing and entering invoice information collected to the appropriate budget account; assisting in the preparation of the division budget and monitoring activity throughout the year; preparing monthly and yearly financial reports; preparing personnel action forms; resolving complaints; balancing inmate accounts monthly; communicating with various outside agencies; and supervising inmates performing custodial duties. Performs reporting by ensuring complete and timely data submissions into appropriate systems; certifying the accuracy and integrity of submissions; ensuring accurate per diem payments from the Compensation Board to the City of Danville; and maintaining knowledge of legislative and policy changes that affect the reporting. Assists with payroll preparation by verifying leave slips and timesheets are accurate; entering leave into payroll system for submission; preparing monthly statements of all leave used and available to staff; distributing payroll and payroll reports to appropriate personnel; and entering hours into payroll system for submission. May serve as a backup to the Secretary for all payroll system responsibilities. . click apply for full job details
Description This position performs responsible semiskilled custodial work in the care and cleaning of Recreation Centers; Assists with the set up and clean up of various events; Ability to perform light to moderate lifting up to 75 lbs; Education and experience equivalent to graduation from high school with the ability to read and write and understand warning labels and symbols. Valid Driver's License required. May occasionally require varying work schedule to include some days, evenings, weekends or holidays.
Provides custodial services to city facilities. Removes trash and debris from work areas, vacuums carpets, dusts, mops, cleans glass and bathrooms, stocks bathrooms. Responsibilities vary depending upon assignment.
The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time. Maintains floors by vacuuming and shampooing carpets and upholstery; buffing, stripping and waxing floors; and mopping and sweeping uncarpeted areas. Cleans and maintains buildings by removing trash and debris; dust mopping floors in the building; dusting furniture, chairs, blinds, window skills, and book shelves; cleaning restrooms and water fountains; and reporting any unsafe equipment or conditions found in the building. Cleans all restroom facilities including sinks, toilets, and floors; cleans drinking fountains. Cleans light fixtures and replaces bulbs when needed. Cleans the outside of the building by removing spider webs, cleaning light fixtures; and cleaning interior and exterior windows.
When Assigned to Public Works: Provides emergency response during severe weather (snow, floods, storms, etc.).
When Assigned to Parks and Recreation: Secures and locks all assigned buildings and facilities. Performs scheduled facility maintenance checks. Supports regularly scheduled and special events; sets up and tears down equipment, assists vendors, renters and visitors; completes annual equipment checks and counts; updates message boards, as needed.
When Assigned to Transportation: Maintains and cleans bus floors by mopping and sweeping; disposes of any trash left on the bus. Cleans exterior of buses using an extended brush, soap and hose, includes washing bus windows and tires. Wipes and cleans interior dash area of vehicles and wipes down seats.
ADDITIONAL DUTIES Backs up other staff, as assigned. Performs additional duties to support operational requirements as assigned. Education and Experience
High School Diploma or GED. No experience required.
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above
Certifications/Licenses Requires valid driver's license and acceptable driving record according to City criteria
Job Knowledge
No knowledge of specific work. Ability to learn and general knowledge of having a job such as timeliness and receiving directions.
Reading
Basic: Ability to recognize meaning of common two- or three-syllable words.
Writing
Basic: Ability to recognize meaning of common two- or three-syllable words.
Math
Basic: Ability to perform the four basic arithmetic operations.
Communication Skills
Requires regular & routine interaction involving exchange and receipt of information.
Independence and Decision-Making
Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.
Technical Skills
Requires the use of standard technical skills appropriate to the work environment of the organization.
Fiscal Responsibilities
No budgetary/fiscal responsibility.
Supervisory Responsibilities
No responsibility for the direction or supervision of others. PHYSICAL DEMANDS Work requires heavy physical effort, exerting 50-100 lbs. occasionally, 10-25 lbs. frequently, or up to 10-20 lbs. constantly. Adequate vision, hearing and talking to drive and communicate effectively with others. Constant standing and walking. Frequent lifting, carrying, reaching, pushing/pulling, handling, kneeling, crouching, bending, and twisting. Adequate vision, hearing and talking to effectively communicate with others. Occasional climbing and balancing. Rare sitting and fine dexterity.
NON-PHYSICAL DEMANDS Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time. Regular and predictable attendance is expected. May occasionally experience time pressure and work closely with others as part of a team. May rarely experience emergency situations; frequent change of tasks; irregular work schedule/overtime; performing multiple tasks simultaneously; tedious or exacting work; and noisy/distracting environment.
MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically uses cleaning equipment such as vacuums, buffers, carpet cleaners, pressure washers, etc.; and any other equipment as appropriate or as assigned.
WORK ENVIRONMENT
This work is typically performed in office environment, where there is daily exposure to respiratory hazards and noise and vibration. There is constant exposure to communicable disease and chemical hazards, and occasional exposure to mechanical and physical hazards. There is rare exposure to electrical and fire hazards, and to physical danger or abuse. There is seasonal exposure to extreme temperatures and wetness/humidity.
The employee is expected to use appropriate protective equipment for the assigned task (hearing and eye protection, chemical protection, hard hat, safety vest, steel-toe shoes, etc.); and any other equipment as apparent or assigned.
