JOB POSTING: Finance Clerk

Principal Function:

The Finance Clerk is responsible for accounting and administrative tasks to include: accounts receivable/accounts payable transactions, recording of financial information, communicating with vendors, payment plans, deposits, SportsEngine payments, and registrations, while ensuring a quality user experience for all customers within the Sportsplex and within the City of Hammond, and all other duties as assigned. Evening and weekend hours are required.

Essential Duties and Responsibilities:

Duties include, but are not limited to:

1. Receives incoming bills to verify approval and assigns cost information for all funds of the department, detailing where the cost is assigned according to the appropriate activity.
2. Verifies, allocates, and posts details of business transactions to subsidiary accounts in a ledger or in the computer software system from documents, e.g., invoices, receipts, check stubs, and sales slips.
3. Executes all maintenance agreements on office equipment, to include: copiers, printers, postage meter, and other office-related equipment.
4. Processes claims and purchase orders, as needed.
5. Summarizes details in separate ledgers or the computer software system and transfers data to the general ledger.
6. Reconciles, balances, and maintains all accounts in order to keep them current.
7. Verifies and tracks monies from all offices of the department and prepares for submission to the Controller’s Office.
8. Receipts and balances the department’s petty cash.
9. Compiles reports and statistics such as cash receipts and expenditures, accounts payable and receivable, and other items pertinent to the operations of the Sportsplex.
10. Maintains an accurate accounting filing system.
11. Assists the department with answering the telephones and responds and/or forwards the calls, as appropriate.
12. Assists the General Manager with the preparation and tracking of the annual Sportsplex budget.
13. Composes and types routine correspondence, e.g., letters, purchase orders, etc., as needed.
14. Assists the General Manager with reading and routing the incoming mail.
15. Communicates with and between city offices/departments, and the Administrator, as needed.
16. Attends all meetings, conferences, training sessions, etc., as required by the City of Hammond and the department.
17. Knowledge and skills of planning, organizing and conducting successful front-line office operations
18. Process bi-weekly payroll
19. Handle money, operate and balance cash register, make daily deposits, secure petty cash, prepare and secure cash drawer(s) for change, coordinate credit card purchases abiding by City policy in coordination with bookkeeper, City Controller’s office and State Board of Accounts policies
20. Oversee the organization, tracking, recording and delinquent accounts of in person and/or SportsEngine payment plans
21. Responsible for operations of recreation activity software operations in regards to all Sportsplex activities as assigned
22. Submit to Board seasonally a list of all fees at the Sportsplex for approval
23. Coordinate sponsorship opportunities at the facility
24. In partnership with the Sportsplex Office Manager, hire, supervise, train, schedule and evaluate staff for the control desk associated for the facility activities to ensure building operations
25. Receive incoming invoices to verify purchase and assign cost information for all funds of the Sportsplex, detailing where expense is assigned according to activity
26. Responsible for the proper execution of all maintenance agreements on office and concessions equipment
27. Reconciles and balances accounts for facility
28. Maintains accurate filing system
29. Verifies and tracks monies form various areas of the Sportsplex and prepares for submission to Controller’s Office
30. Facilitate effective communication, leadership and problem-solving skills with customers and staff specific to front desk and concessions operations
31. Implements rules and procedures as approved by Board of Park Commissioners for registration, staff, and all other necessary requirements
32. Follows and initiates the correct procedure during emergency situations (weather, medical, etc.)
33. Observes all regulations that pertain to you as a staff member and oversees the same for supervised staff
34. Trains and performs other duties as assigned to ensure a quality experience for customers
35. Perform other duties as required and other tasks as assigned

Competencies:

To perform this job successfully, all employees at the City of Hammond should demonstrate the following competencies:

• Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Public Service – Responds to requests for service and assistance; Manages difficult or emotional situations focusing on listening without interrupting and keeping one’s emotions under control; Solicits feedback to improve service.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views and is willing to try new things; Gives and welcomes feedback from team members; Contributes to building a positive team spirit; Puts success of team above own interests; Builds morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Oral and Written Communication – Speaks clearly and persuasively in positive and negative situations; Listens and gets clarification; Responds well to questions verbally and in a written format; Writes clearly and informatively and edits work for spelling and grammar; Reads and interprets written information; Presents numerical data effectively, as required by the job.
• Organizational Support – Follows policies and procedures; Completes the essential duties and responsibilities of the job correctly and on time; Maintains confidentiality and meets commitments, as required; Supports affirmative action and respects diversity; Participates in meetings; Supports the municipality’s goals and values; Represents the municipality in a positive manner when engaged in outside activities.

Job-related Competencies:

To perform this job successfully, employees in this job should demonstrate the following competencies:

• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
• Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected events.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Education and/or Experience:

High school diploma or general education degree (GED) is required; and Bachelor’s degree (B.S./B.A.) in business administration, accounting, finance, or related field is desired; and two years related experience and/or training; or equivalent combination of education and experience is required. Previous accounting/bookkeeping experience required. Previous accounting/bookkeeping experience in a municipal or government-related job is desired. The ability to be bonded, Cardio Pulmonary Resuscitation (CPR) certification, Automated External Defibrillator (AED) certification, and basic First Aid training are required.

Other Skills and Abilities:

The following skills and abilities are either required or desired.

• Computer software skills required include: Microsoft Outlook, Word, Excel, and Access.
• The ability to learn office and municipality-specific software within a reasonable timeframe is desired.
• A working knowledge of administrative policies, procedures, standards, and work methods is required.
• A working knowledge of record keeping, report writing, and filing is required.
• A comprehensive understand of how to read and interpret documents such as vendor bills, operating and maintenance contracts, and procedure manuals is required.
• A working knowledge of, or the ability to learn city ordinances and resolutions as they relate to accounting, budgeting, and parks and recreation operations is required.
• A comprehensive understanding and knowledge of accounting, auditing, finance, bookkeeping, and budgeting principles and practices and report writing, while paying close attention to detail is required.
• A general understanding and knowledge of purchasing processes and procedures is required.
• A basic knowledge of Occupational Safety and Health Act (OSHA) rules and regulations with regards to material safety data sheets (MSDSs), bloodborne safety, lock-out tag-out, proper lifting, the proper use of tools and machinery, etc. and the safety of employees, volunteers, independent contractors, and the public is required.
• Familiarity with City of Hammond offices/departments and public agencies associated with the City of Hammond is desired.
• A general knowledge of all municipal operations within the City of Hammond is required.
• A working knowledge of the Parks and Recreation Department’s policies, procedures, standards, internal controls, and work methods is required.
• Familiarity with government agencies, consultants, contractors, and vendors associated with the Parks and Recreation Department is desired.
• The ability to maintain and cultivate positive relationships with the public, vendors and other City of Hammond departments is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to multi-task and work in a fast-paced environment while providing exceptional customer service is required.
• The ability to recognize confidential information and to keep that information confidential as required by state statutes and internal office processes, procedures, and guidelines is required.
• The ability to remain current with all required licenses, certifications and in-service requirements is required.
• The ability to operate a cash register, credit card reader, computer, printer, copy machine, scanner, fax machine, postage machine, calculator, and other office equipment is required.
• The ability to speak, read and write in English is required. Spanish is desired.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee is frequently required to stand; walk; and stoop, kneel, crouch, or crawl. In addition, the employee is occasionally required to climb; and taste or smell. The employee is frequently required to move up to 25 pounds and may use a cart, dolly, or other assistive device.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is frequently exposed to working near mechanical parts and electrical shock when working with office equipment. The employee is occasionally exposed to outdoor weather conditions when traveling to meetings and events. The noise level in the work environment is usually quiet to moderate.

The Parks and Recreation Department – Sportsplex is open from 8:00 a.m. to 9:00 p.m., Monday through Friday, and from 8:00 a.m. to 5:00 p.m. on Saturday and Sunday, and this job may require work beyond these hours and on holidays, as needed. The job also requires that the employee be on-call and then called-in to work, as needed. The employee will be required to drive City of Hammond vehicles or their own vehicle to meetings and events. Thus, a valid driver’s license is required and the employee must be able to be insured by the city.