What are the responsibilities and job description for the Part Time Financial Assistant position at The City of Elkhart?
CITY OF ELKHART – JOB DESCRIPTION
DEPARTMENT
Police
POSITION
Part-Time Office Services I
(Purchasing/Financial Assistant)
DIVISION
Services
STATUS
Part Time
CATEGORY
Hourly, $18-$20
FLSA
Non-exempt
REPORTS TO
Services Captain
DATE
2026
Approximately 28 hours per week.
Morning hours required based on departmental needs.
Morning hours required based on departmental needs.
JOB SUMMARY
The Purchasing / Financial Assistant provides part-time administrative and financial support to the Police Department. Responsibilities include bookkeeping and accounting procedures, accounts payable and receivable, purchasing, auditing support, budget tracking, and monthly financial reporting. This position supports departmental compliance with City policies and the State Board of Accounts.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Prepares purchase requisitions, claims and maintains vendor files. Receives all merchandise checking quantities and quality.
- Records all financial transactions, prepares monthly reports of financial conditions.
- Provides documentation of budgetary conditions.
- Maintains the department’s compliance with the State Board of Accounts.
- Analyzes monthly financial reports from the Controller verifying department’s correct balances.
- Records and processes account receivables.
- Processes petty cash transactions and maintains petty cash fund.
- Orders and maintains inventory of supplies for department.
- Retains files of maintenance contracts, rental agreements, etc.
- Assist in preparing the Department’s Operational Budget.
OTHER DUTIES AND RESPONSIBILITIES
- Maintains a working relationship with all divisions of the department and other City departments.
- Ability to provide accurate records of department’s financial condition.
- The ability to see that assignments are carried out in an efficient manner and time frame with minimal errors, keeping the department in compliance with the budget and the State Board of Accounts.
- Maintain
- Maintaining a working relationship with sales representatives and suppliers.
- Cross train with department payroll specialist. Assist with payroll records, timekeeping data, resolve discrepancies, manage accurate record of employees’ paid time off.
- Assist with year-end processing
- Comply with all city and department policies and procedures. Comply with all federal state and local laws and regulations pertaining to payroll and purchasing.
- Perform other duties as assigned by the supervisor.
EDUCATION AND EXPERIENCE
- Graduation from an accredited high school or equivalent.
- Bookkeeping and accounting experience.
- Experience with bookkeeping, accounting and auditing software
- Detail-oriented with strong organizational skills and ability to multi-task.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of bookkeeping and accounting procedures.
- Ability to operate office equipment: computer, 10-key calculator, and copy machine.
- Must know how to operate computer programs such as Microsoft Word, Excel and Outlook and learn to operate the City’s INCODE System.
- Knowledge of confidential information management.
- Skilled in communicating, decision-making, and following instructions.
PHYSICAL, MENTAL, AND VISUAL SKILLS
- Normal vision with or without corrections.
- Ability to work with a pleasant personality and with all types of people
- Ability to physically perform tasks listed above with or without accommodation
WORKING CONDITIONS
Work is conducted in a 28-hour standard office environment. The incumbent will sit at a stationary workstation for the majority of the day.
POST OFFER TESTING REQUIRED
- The City of Elkhart is a Drug Free Workplace. Therefore, successfully passing a post offer drug screen is required (random drug testing may be conducted after employment).
- Background checks producing acceptable BMV and criminal history reports required.
OTHER REQUIRED POST OFFER ASSESSMENTS
- Truth verification producing satisfactory results
- Full criminal background investigation producing suitable results
POLICY STATEMENT
- The incumbent is required to possess the knowledge, skills, and abilities, and the physical, mental, and visual skills described in this job description to perform the principal duties, responsibilities and essential job functions.
- This job description is intended to describe the general nature and level of work being performed by the incumbent. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and “other” duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.
- This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employee holding this position will be required to perform any other job-related duties as requested by the Mayor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.
Salary : $18 - $20