Police Finance Assistant

Job Summary

Under general supervision, performs a wide variety of complex, responsible, and confidential administrative, accounting, and budget-related responsibilities in direct support of the Bryan Police Department.

• Responsible for processing fiscal/financial transactions for the department, including invoices, purchase orders, petty cash reimbursement, and budget reconciliation.
• Processes alarm permits and fees and maintains the alarm database.
• Handles billing for false alarms and police escort fees.
• Processes grant applications, maintains grant files, and compiles and maintains data to be used in accordance with grant requirements.
• Acts as procurement card coordinator for the department.
• Assists in departmental budget preparation.
• Provides general clerical and administrative responsibilities such as answering phones, creating/editing/reviewing a variety of documents (letters, forms, reports, spreadsheets, etc.), scanning, copying, faxing, and performing other data entry or special projects as needed/assigned.
• Maintains documents, files, and records to ensure documentation availability and compliance with established policies and regulatory guidelines. Ensures compliance with records retention guidelines and responds to Open Records Requests as needed.
• Acts as a backup to the Executive Assistant as needed.
• Assumes personal responsibility for professional development and ongoing education to maintain proficiency. Communicates self-development and learning needs to supervisor.
• Performs related duties as required.
• Responds regularly and promptly to work.

• High School Diploma or GED , plus some additional training and/or coursework in business, office administration, accounting, bookkeeping, or similar field.
• At least four (4) years of experience performing accounting, finance, bookkeeping, payroll, purchasing, statistical analysis, or similar responsibilities in a professional office environment.

• Additional higher education such as an Associate’s/Bachelor’s degree or completion of a vocational program in accounting/bookkeeping.

Equivalent combinations of education, experience, certification, and training may be considered.

• Proper customer service and telephone etiquette.
• Modern office procedures, methods, and equipment including computers and associated equipment.
• Principles and procedures of bookkeeping and financial record keeping.
• Basic math including ability to add, subtract, multiply, divide and compute percentages; ability to use a 10-key calculator with speed and accuracy.

• Perform a variety of financial, administrative, and clerical support functions with a high degree of accuracy and attention to detail.
• Comprehend detailed federal and state regulations and reporting requirements.
• Use initiative and independent judgment within established procedural guidelines.
• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
• Organize work, meet critical deadlines, and follow up on assignments with minimal direction.
• Establish and maintain basic and complex records, documents, and files.
• Use spreadsheet and word processing applications (Microsoft Word/Excel/Outlook and other job-specific software) to prepare correspondence, reports, forms, and other written materials.
• Comprehend and makes inferences from written material (examples: budgets, financial reports, grants, written instructions/procedures, etc.) to create spreadsheets, statistical reports, and other documents.
• Understand and apply mathematical concepts accurately.
• Maintain a high level of integrity and discretion in handling confidential information.
• Analyze work processes and recommend and implement improvements.
• Demonstrate satisfactory performance and a willingness to take on new responsibilities.
• Demonstrate regular, reliable, and punctual attendance and utilize leave responsibly to ensure sufficient coverage of departmental operations.
• Abide by City and department administrative directives, policies, and procedures.
• Provide management with sound, positive advice, and information…