Description
Under the supervision of the Budget and Financial Services Directors, this position provides administrative support, including typing, data entry, and accounting related functions. Enters data into the integrated financial system. Reviews, matches and verifies spreadsheets with supporting documentation. Assists with ensuring appropriate actions and deadlines are met.
Essential Functions
1. Uses a variety of software programs to provide administrative support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions. Composes correspondence, documents and reports for the Department Head’s review and signature.
2. Assists with data collection for grants, reports, charts, and projects. Provides staff with preliminary background information as requested. Compiles large amounts of data into concise reports and charts.
3. Enters data of all county fees based on the Consumer Price Index and comparables.
4. Enters the county’s yearly reoccurring contracts and enters budget adjustments to the integrated financial system.
5. Maintains and updates funding account information and positions in position control in Munis. Maintains and adds vendor registration into Munis.
6. Performs a variety of accounting related functions such as preparing vouchers for payment and entering to system, and preparing purchase orders. Verifies invoices and process payments. Receipts payments and reconciles various statements.
7. Matches invoices with accounts payable checks, verifying totals for accuracy. Checks all invoices for complete addresses, checks accounts payable checks for invoice numbers. Compares and compiles supporting documentation.
8. Maintains a variety of departmental and confidential files including electronic and paper copies. Sorts and files a wide range of forms, records and documents.
9. Answers telephone and routes calls to appropriate individuals, receives and screens visitors. Assists in researching issues by calling other offices within the County, and collecting and compiling information
Other Functions:
Performs other duties as assigned.
Must adhere to departmental standards in regard to HIPAA and other privacy issues.
During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.
(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)
Employment Qualifications
Education: A minimum of a high school diploma or equivalent with some college-level course work is required.
Experience: A minimum of one year of related experience is required.
Other Requirements:
(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria)
Requirements and Working Conditions
Working Conditions:
1. This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
2. This position is required to travel for meetings and appointments.
Physical Requirements:
This position requires the ability to sit, stand, walk, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
This position’s physical requirements require periodic stamina in standing, walking, twisting, bending, stooping/crouching, squatting, kneeling, lifting, carrying, pushing, pulling, reaching, grasping, handling and pinching.
This position’s physical requirements require regular stamina in sitting, typing, and enduring repetitive movements of the wrists, hands or fingers.
This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.
This position primarily requires close visual acuity to perform tasks within arm’s reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
This position requires the ability to communicate and respond to inquiries both in person and over the phone.
This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
This position requires the ability to handle varying and often high levels of stress.
