Fiscal Assistant

Job description

Salary Range: $33,823.14 - $63,789.96 DISTINGUISHING CHARACTERISTICS OF WORK The Grants & Revenue Specialist is a professional-level position responsible for the full lifecycle of post-award grant administration and departmental revenue management. This role is distinguished by its focus on ensuring federal compliance, maintaining audit-ready documentation, and managing complex funding streams across multiple grant programs. The position is distinguished from administrative or clerical support roles by its responsibility for financial monitoring, grant expenditure tracking, budget preparation, drawdown processing, and revenue reconciliation. ESSENTIAL EXAMPLES OF DUTIES The following illustrates examples of some of the essential duties and responsibilities of the Fiscal Assistant. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Supervisor. Responsible for creating goods receipts in Workday, verifying delivery of items, checking packing slips, and ensuring accuracy before invoices advance for approval. Uploads and organizes supporting documentation in Workday for requisitions, supplier invoices, deposits, and grant files. Assists with preparing non-PO invoice support documentation (when applicable). Ensures accuracy of Work-tags (programs, grants, projects) for assigned transactions. Monitors pending Workday tasks and communicates issues to the Fiscal Operations Supervisor or Procurement Specialist. Assists the Procurement & Contracts Specialist by collecting vendor documents (quotes, W-9s, insurance certificates, packing slips). Uploads procurement documentation into Workday and ensures completeness for audit purposes. Maintains organized digital and physical procurement support folders. Responsible for preparing and uploading deposit documentation, including supporting material for revenue submissions. Tracks and logs incoming payments, program revenues, or special collections. Coordinates with Finance on deposit corrections or returned checks. Assists with petty cash fund tracking, issuing small disbursements, maintaining logs, securing receipts, and ensuring reconciliation accuracy. Prepares petty cash documentation for review by the Fiscal Operations Supervisor. Uploads grant-related support documents (receipts, timesheets, procurement support). Maintains organized digital folders for each grant to ensure audit readiness. Assists the Grants & Revenue Specialist with gathering documentation needed for reimbursement packets and burn rate tracking. Supports LETF/Equitable Sharing documentation by maintaining required expenditure records and uploads. Maintains organized and auditable filing systems for procurement, grants, deposits, and fiscal documentation. Tracks outstanding items, missing documents, returned invoices, and other operational issues. Assists with preparation of fiscal reports, council item support documents, and departmental financial summaries. Serves as a point of contact for internal divisions regarding missing invoices, packing slips, or procurement documentation. Coordinates with vendors on delivery confirmation or documentation issues as directed by the Procurement Specialist. Performs related clerical and fiscal support tasks as assigned by the Fiscal Operations Supervisor or Business Manager. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of basic office practices, record-keeping, and filing systems. Ability to process, organize, and upload accurate supporting documentation for purchases, grants, and deposits. Ability to perform goods receipts and basic financial transactions following clear procedures. Knowledge of basic accounting principles (invoice, receipt, deposit). Ability to track petty cash logs and reconcile small disbursements. Ability to follow detailed instructions for procurement and grant support documentation. Ability to communicate effectively with vendors, internal staff, and supervisors. Proficiency with Microsoft Office applications, including Excel, Word, and Outlook . Ability to maintain accurate and audit-ready records. Knowledge and experience performing clerical or administrative support duties involving record-keeping, data entry, or document processing. Knowledge and experience working with financial documents , invoices, receipts, purchase orders, or related accounting support tasks preferred. Knowledge and experience in a government, law enforcement, or public-sector environment is desirable but not required. Knowledge and experience working with enterprise systems (Workday) is preferred but not required. Knowledge and experience supporting procurement, finance, or grant administration. PHYSICAL DEMANDS • Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English. • Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines. • Work is performed indoors within a quiet to moderately noisy environment. • Must be able to lift, carry and or push articles weighing up to 20 lbs. MINIMUM TRAINING AND EXPERIENCE High school diploma or GED required. AND Two (2) years of clerical, administrative, or financial support experience in an office, customer service, or government environment. OR One (1) year of experience in accounts payable, accounts receivable, purchasing, revenue processing, or grant documentation support. English & Spanish speaking preferred. Any combination of education and experience may be considered. Range 47 Created: 11/20/2025 Personnel Board Approved: __________ The City of Hialeah Human Resources Department is committed to providing employees an exceptional work environment where through hard work, dedication, and equal opportunity for learning and personal development, employees are able to grow, flourish, and make a difference in our community. The Human Resources Department ensures compliance with Federal, State, and local laws, collective bargaining agreements, and City policies, rules and regulations. The City of Hialeah is an equal opportunity employer. There will not be any discrimination or harassment of any kind on account of age, color, race, religion, sexual orientation, national origin, disability, genetic information, marital or familial status, military service or any of the protected categories. The City of Hialeah is a drug and alcohol free employer.