Portsmouth - Business Assistant

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Job Overview

Department Portsmouth Police Department
TypeCivilian
Job TitleBusiness Assistant
Salary$52,282-$66,614
Contactevansh@cityofportsmouth.com
Location Portsmouth, NH

Job Announcement

PORTSMOUTH, NH POLICE DEPARTMENT JOB ANNOUNCEMENT

BUSINESS ASSISTANT

 

POSITION TITLE:

BUSINESS ASSISTANT to the Administrative Manager

(GR11 -Non-Contractual/Non-Exempt)           

NATURE OF WORK

The purpose of this position is to produce highly responsible and varied bookkeeping and clerical work products under general supervision.  He/she reviews department payrolls, prepares accounts payable, accounts receivable, reviews invoicing, attendance, and reports, covers duties of the Administrative Manager or Data Entry Clerk in his/her absence.  A Business Assistant reviews collective bargaining agreements for payroll and attendance related compliance, prepares routine correspondence for internal and external customers and performs other related tasks.  The work involves recurring contact with other employees and vendors.  This work is subject to review through observation, reports and the results achieved.

SUPERVISION RECEIVED

Works under the general supervision of the Administrative Manager.  Work is performed independently within established laws, policies and regulations and is reviewed through conferences and reports.

SUPERVISION EXERCISED

None 

EXAMPLES OF JOB DUTIES (all new or revised)

NOTE: The job duties listed are typical examples of the work performed by this position. 

  • Prepares purchase requisitions ensuring all necessary back-up data and quote information is complete.
  • Process all invoices for payment insuring compliance with city and Police Department purchasing policies and procedures. Process to include the input of information to the City’s financial program.
  • Verifies items billed against items ordered and received and reconciles differences through follow-up with the vendor and/or other employees.
  • Inventories office supplies and equipment; prepares and submits orders for purchase/repair, to include annual cost saving bulk purchases.
  • Reviews, corrects and verifies payroll for Police Department employees; reconciles attendance, outside work employee hours to vendor requests, billing information and corrects errors prior to submission to city finance department; reconciles leave balances monthly.
  • Reviews and verifies false alarm billing.
  • Tracks all outstanding accounts receivable on outside work and false alarm billing to ensure receipt of payment and proceeds with collection process if not.
  • Prepares bi-weekly and monthly reports on overtime, employee attendance, officer earnings, and other reports and data analysis as assigned.
  • Prepares all deposits to include reconciliation of court attendance with state checks.
  • Reviews the accuracy of financial data to ensure all items are charged to the appropriate accounts in both the payroll and financial automated accounting systems and corrects errors.
  • Assists in grant compliance reporting, annual budget preparation, and negotiation data preparation.
  • Maintains petty cash.
  • Answer questions and provides instructions requiring a working knowledge of ordinances, laws, rules, regulations, department payroll, bookkeeping and office procedures.
  • Resolves problems and answers questions for other workers.
  • Maintains current and archive business office records.
  • Performs related work as assigned.

ENVIRONMENT, WORKING CONDITIONS, PHYSICAL ANDMENTAL EFFORT

Works in a typical office environment, which is handicapped accessible, but may be subject to uncomfortably warm or cool temperatures.  The work is primarily of an intellectual nature but may require the moderate lifting of up to 25 pounds, climbing a step ladder, and being able to file papers in four-drawer filing cabinets.

REQUIRED KNOWLEDGE, SKILLS AND CAPABILITIES

An incumbent in this position consistently demonstrates…

  1. Knowledge of bookkeeping and payroll.
  2. Proficiency and accuracy in keyboard number pad data entry
  3. Knowledge of modern office methods and procedures including the use of office computers of office automation and financial applications.
  4. Knowledge of American Business English, spelling and basic mathematics.
  5. An ability to establish and maintain effective relationships with other employees, City officials and customers.
  6. An ability to make mathematical calculations with speed and accuracy using a desk top calculator and/or computer.
  7. An ability to keep financial records of moderate complexity.
  8. Skill in the operation of, computers, typewriters, adding machines, calculators, and related office equipment.
  9. An ability to communicate effective orally, and in writing.

The above descriptions are illustrative.  They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.

MINIMUM REQUIRED QUALIFICATIONS

An applicant for this position should have an Associate’s Degree in Accounting, Finance or Business Administration or other related field and 3+ years of experience in governmental finance.  Must be able to pass a background investigation.

 

Please direct questions regarding this position to evansh@cityofportsmouth.com


Jobs close at 11:59 PM (Eastern) on the deadline date specified, or when the position capacity has been met, or unless otherwise specified in the announcement. If the deadline date is not specified in the announcement, the agency has sole discretion on setting the deadline and jobs may close without notice. It is the applicant's responsibility to thoroughly read and understand the deadline requirements and capacity limits as outlined by the agency.

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