Finance Coordinator – Special Events, Accounts Receivable & Licensing

ESSENTIAL JOB DUTIES       

The following essential job duties performed under the supervision of the Staff Accountant.

• Act as an internal and external resource to the event community on overall event coordination, permitting, and management. Serves several functions on a day-to-day basis, including, but not limited to:
  • Processing and issuing outdoor special event permits, event vendor permits and raffle permits
  • Troubleshooting issues in the event permit process
  •  Lead large scale or requested special events planning meetings  with internal interdepartmental special event reviewers. 
  • Serve as the main liaison between the special event applicant and the City of Waukegan. 
  • Collaborate with other governing bodies regarding specials events, i.e. The Lake County Health Department, State of Illinois Liquor Commission, etc. 
  • Oversee the special event activities which can include setup, event maintenance during the go live time, and post care of the event. 
  • Attend after business hours City Council Meetings as requested by management. 

• Receive visitors at the Finance Department’s front desk by greeting, welcoming, directing and announcing them appropriately. Answer, screen and forward incoming phone calls or emails. Provide basic and accurate information in-person and via phone / email. 

• Administer miscellaneous accounts receivable invoicing and payments; update client payment records and the accounts receivable ledger; answer accounts receivable customer inquiries; and, research and handle customer charge-backs, returns, bad checks, and unbilled accounts. 

• Daily balancing involves daily cash reconciliation for all City Departments. This includes adjustments and transaction maintenance as needed to report funds to the correct GL. This helps Finance Department close out each month’s financials for the entire City.

• Serve as back-up to finance staff as needed
•  Maintenance of the locally collected tax database, Food & Beverage, Hotel & Motel and Push Tax
• Performs ambulance revenue reconciliations, gaming revenue reports, and state income tax reports monthly.
  • Assist with Water department customer service communication through calls and front counter as needed. 
  • Will serve as direct back up for the Finance Coordinator of Water and the Finance Coordinator of Accounts Receivables/Tax Collection/Liquor Licensing.
  • Ensure  the completeness of liquor license application submissions, invoicing, and issuance of liquor licenses. 

• Perform other tasks as assigned. 

KNOWLEDGE, SKILLS AND ABILITIES

The incumbent must possess the following knowledge, skills and abilities in order to successfully perform the essential job duties. 

• Must be a problem solver and able to respond to unexpected event emergencies by swiftly analyzing a situation and acting accordingly.
• Keeps Management informed of operational efficiencies and potential problems
• Requires the ability to work with all levels, both within the City departments and outside sources such as business owners, event coordinators, and other government agencies, etc.
• Requires determination, attention to detail, and the ability to interpret information to provide insight on operational efficiencies and potential problems 
• Ability to read, interpret, and work from emails
• Accountability: Adhere and support City Ordinances and policies
• Previous experience in finance, accounting, cash handling and / or cash balancing experience.
• Must have superior spreadsheets skills and above average knowledge of Microsoft Office.
• Demonstrated the ability to manage projects, and work well in a team setting. 
• Prioritizes key tasks and working multiple events in a fast-paced environment with uncompromising deadlines.
• Professional attitude and appearance with strong customer service skills.
  • Personal Computer

TOOLS AND EQUIPMENT

The following list of tools and equipment is a representative but not necessarily all-inclusive inventory of items needed to successfully perform the essential job duties.

Standard office equipment

• Telephone
• Photocopy machine
• Folding machine
• Printer
• Laminator
• Smart Safe

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job duties.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Sitting      80% performing office equipment functions

Standing  15% interacting with co-workers to fulfill daily functions

Bending    5% bends, kneels, crouches, and lifts objects

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential job duties.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Sitting, standing, and bending at a desk in a climate-controlled office environment to perform daily work functions

MINIMUM REQUIREMENTS

The incumbent must possess the following minimum requirements in order to successfully perform the essential job duties.

1. Minimum 3 years’ experience working in a Finance or Accounting Department.
2. Associate’s degree in Accounting or Finance is preferred.
3. Proficiency with the organization of special events, accounts receivables, customer service, cash handling and/or any other accounting related functions in an office setting.
4. Experience with Microsoft Excel, Word, Outlook, and an enterprise resource planning software such as Cayenta.
5. Excellent analytical and organizational skills with accuracy and attention to detail.
6. Ability and willingness to complete tasks within assigned deadlines.