Financial and Administrative Coordinator

Allegheny County

Position Summary

Reporting to the Deputy Director, the incumbent supports the department’s day-to-day financial and administrative functions. The Financial and Administration Coordinator supports the Sustainability Department by reviewing budgets, processing invoices, overseeing project budgets, and handling grant reimbursement requests. The incumbent also serves as the primary liaison for the County’s Human Resources department and assists other sustainability staff as needed.

Overview of Duties

Financial and Accounting

  • Monitors and oversees departmental expenditures and revenues to ensure compliance with operating and grant budgets; investigates unusual discrepancies and submits adjusting entries as necessary; processes all vouchers, purchase orders, invoices, etc.
  • Ensures day-to-day general ledger accounting and reconciliation, financial reporting, and analysis for assigned functional areas of the Department.
  • Leads utility bill processing and management within the County’s utility management software.
  • Assists in developing, coordinating, and preparing the department’s annual operating, grant, special revenue, and capital budgets for submission as part of the County’s annual budgeting process.
  • Oversees grant budgets and monitors budget activity, as well as prepares reimbursement requests.
  • Purchases supplies for the department as needed.
  • Oversees payroll processing on a bi-weekly basis.

Administrative

  • Provides routine & non-routine clerical and administrative support to department staff, such as addressing general email correspondence, digital file management, scheduling, and administrative needs.
  • Types, enters data, reviews, edits, and proofreads information, reports, and documents; provides research assistance, and collates, formulates, and disseminates information as directed.
  • Assists with county and public event coordination through logistical support, research, identifying appropriate vendors, contract review, and other duties, as assigned.
  • Supports inter-departmental and community-focused coordination and collaboration.
  • Acts as the department’s Human Resources Liaison.
  • Performs other related duties as required or requested.

Knowledge, Skills, and Abilities

Knowledge of:

  • Principles and practices of professional business office operations.
  • Principles and practices of budgeting and fiscal management within the public sector.
  • Principles and practices of accounting and auditing.
  • Environmental conservation practices preferred.

Skill in:

  • Microsoft Office Suite, including high-level functionality of Excel and Outlook.
  • JDE accounting system and/or other Enterprise Resource Planning (ERP) systems.

Ability to:

  • Maintain a program of fiscal management that meets acceptable professional standards.
  • Analyze public budgetary and fiscal problems and make recommendations for change.
  • Communicate effectively, both orally and in writing.
  • Be organized and detail-oriented.
  • Maintain strict confidentiality of information.
  • Establish and maintain effective working relationships with internal and external partners.
  • Manage various office duties and prioritize work schedules.
  • Demonstrate problem-solving skills.
  • Attend evening meetings and support special project deadlines outside the normal workweek as needed.
  • Travel to offsite locations with additional staff as needed.

Residency: Allegheny County within 1 year.
Veterans’ Preference: Will be awarded to eligible candidates.

As a core focus within the county government, the Department of Sustainability has a variety of sustainability initiatives and a diverse range of projects that drive change towards a greener future. 

How to Apply

Apply online. Applications will be considered on a rolling basis. Resume is required with application.