Finance & Admin Office Assistant II

Bismarck; Bismarck (ND); On-site; USD 40,000 - 55,000; Full time

Job summary

City of Bismarck is seeking an Administrative Support Specialist to assist the Finance Department with daily operations, including correspondence, meeting scheduling, and minute taking. Responsibilities include helping the public complete applications, reviewing for accuracy, and processing them as required.

The role also covers batch scanning, handling mail, processing invoices, and supporting filing, records management, and data maintenance across multiple divisions.

Qualifications

• Knowledge of modern office practices and procedures.
• Knowledge of city policies and procedures.
• Knowledge of records management principles.
• Knowledge of customer service principles.

Responsibilities

• Provides support to the Finance Department; prepares correspondence; schedules meetings; takes messages; prepares minutes and reports.
• Assists in the preparation of Finance Department agenda memos for City Commission.
• Assists the general public in completing a variety of applications; reviews applications for accuracy and completeness; processes applications as required.
• Performs batch scanning of documents into document retention system.
• Enters purchase orders for departmental invoices; reconciles credit card purchases and prepares inter-office billings.
• Processes and distributes incoming mail; prepares mail and email mass mailings.
• Coordinates the publication of legal documents and provides documentation for special assessments.
• Receives and processes payments for special assessments.
• Maintains office supply inventory; solicits quotes and reorders as needed.
• Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
• Enters data related to the transfer of deeds; assists Appraisers in producing Commercial Sales Sheets; retrieves and exports data from the CAMA database.
• Identifies property by legal description and parcel address.
• Prepares copies of plat maps for customers.
• Edits and prints reports and correspondence.
• Schedules interviews and documentation for new employees.
• Makes employee travel accommodations.
• Updates webpage.
• Creates fillable forms and documents.
• Maintains office files and records.
• Performs related duties to assist Assessing, Fiscal Services, and Information Technology Divisions.
• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Applicants must be currently authorized to work in the United States on a full‑time basis. City of Bismarck does not provide visa sponsorship for this position.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job‑related software programs, including Microsoft Office products.
• Knowledge of records management principles.
• Knowledge of customer service principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Knowledge of North Dakota Century Code property tax exemption guidelines.
• Skill in oral and written communication.

Skills

Customer service

Data entry

Communication

Prioritizing and organizing work

Education

High school diploma or equivalent

Tools

Microsoft Office

Scanner

Fax machine

Copier

Job description

City of Bismarck is seeking an Administrative Support Specialist to assist the Finance Department with daily operations, including correspondence, meeting scheduling, and minute taking. Responsibilities include helping the public complete applications, reviewing for accuracy, and processing them as required.

The role also covers batch scanning, handling mail, processing invoices, and supporting filing, records management, and data maintenance across multiple divisions.