Administrative Assistant - Finance

About the role

The City of Marion seeks an Administrative Assistant to support its Finance Department with clerical, financial processing, and records management tasks. This full‑time, onsite position reports to the Finance Director and works in the City Hall office.

Key responsibilities

• Provide general administrative support, schedule meetings, prepare materials, and maintain departmental calendars.
• Enter invoices, revenues, receipts, and process accounts‑receivable billings and deposits.
• Prepare documents for City Council approval, assist with check runs and remittances.
• Administer the Hotel/Motel program, handling reporting, payments, and communication with participants.
• Maintain insurance and vehicle records, coordinate certificates of insurance, and support claim processing.
• Perform filing, scanning, indexing, and archival of documents, ensuring confidentiality.
• Respond to inquiries from departments, vendors, residents, and external agencies.
• Update Finance Department webpages and ensure public information is accurate.

Required profile

• High school diploma or equivalent; two‑year degree in accounting, business or related field preferred.
• Exceptional attention to detail, customer service skills, and ability to handle confidential information.
• Ability to balance multiple tasks across departments and maintain organized filing systems.

Required skills

• Proficiency with word‑processing software.
• Proficiency with spreadsheet applications.
• Experience using specialized financial software applications.