What are the responsibilities and job description for the Operations Support Specialist III - Highway - Baldwin County Commission position at Baldwin County Alabama?
Position Description
This individual provides administrative, operational, and accounting support for the County’s Highway Department. This individual also provides specific support to the Supervisors, maintains organized office records and documents, performs project auditing, reconciliation, and reimbursement, and any job/duty deemed necessary by his/her supervisor and/or designee.
Successful applicants must pass a criminal background check and will be subject to a pre-employment physical.
Essential Job Functions
Accounting Department
- Contact vendors concerning any discrepancies.
- Assist Chief Accountant with statistical reports, financial analyses, and project recaps.
- Assist in yearly budget preparation and new fiscal year project setup.
- Audit all project records to reconcile expenses between the financial project and associated work orders. This includes confirming data is appropriately assigned to projects, working with Highway and other County staff to make necessary adjustments, and preparing/performing related journal entries.
- Provide support and guidance for all Highway staff as related to their necessary functions within the Munis Project and Work Order management systems. Facilitate training of said staff and other County employees as needed to ensure thorough understanding of entry, validation and reporting of the input of associated cost and time.
- Prepare and monitor third party billings for various reimbursable projects, including billing in accordance with agreements, following up on unpaid billings, tracking and documenting payment receipts, and reconciling Highway accounts receivables with Finance & Accounting’s records.
- Review reimbursements prepared by other Highway sections to confirm they are prepared in accordance with agreements/contracts/etc. This includes following up on unpaid billings, tracking and documenting payment receipts, and reconciling Highway accounts receivables with Finance & Accounting’s records.
- Monitor Highway Department monthly project budget reports for accuracy and assist Chief Accountant with various reports reflecting current project funding and expenditures.
Purchasing
- Provide support for all purchasing activities for the Highway Department.
Administrative & Record Keeping
- Maintain electronic and hard copy project files, including but not limited to project initiation forms, email communications and related agendas/agreements/journal entries.
- Maintain electronic and paper copies of all third-party billings and reimbursements.
- Maintain database of all billings and reimbursements.
- Maintain schedule of Highway staff in-progress training and database of training history for Munis Project and Work Order management systems.
Project/Work Order Management System
- Monitor Project management system database (labor, equipment, material, and contracted costs) and create reports as needed.
- Maintain Work Order management system database, validating accuracy of various cost and time inputs and ensure its correctness of use and categorization, i.e., project versus maintenance related.
- Maintain Work Project management system, including setup, maintenance, and reporting.
Education and Experience
- High school diploma or equivalent.
- Accounting and Bookkeeping experience of two (2) years.
- Willing to work nonstandard hours as necessary.
- Have a valid driver’s license.
Knowledge, Skills, and Abilities
- Verbal skills to communicate effectively with office staff and general public.
- Math skills to perform accounting and bookkeeping operations.
- Writing skills to prepare reports, complete forms, compose letters and accurately and neatly post journals and ledgers.
- Ability to process and interpret data to make informed decisions.
- Reading skills to read and understand written instructions, manuals and correspondence.
- Listening skills to understand verbal communications with coworkers and public.
- Ability to operate office machines such as calculator, computer terminal and copy machine.
- Thorough knowledge of basic bookkeeping and accounting principles and procedures.
- Knowledge of general office procedures.
- Thorough knowledge of departmental policies and procedures and ability to apply them to work problems.
- Thorough knowledge of Microsoft Word and Excel.
Physical Characteristics
(In cases of physical handicap, reasonable accommodations will be made.)
- See well enough to read fine print and numbers accurately and without transposition.
- Hear well enough to respond to verbal communication and to use the telephone.
- Speak well enough to communicate to the public in a polite and effective manner.
- Body movement to bend, stoop and move about.
- Manual dexterity to write and type.
- Strength to lift up to 20 pounds.
Baldwin County Commission and Baldwin County Sheriff’s Office does not discriminate on the basis of race, color, national origin, sex, religion, age, marital status, disability, citizenship or veteran status in employment. It is the intent of the Baldwin County Commission and Baldwin County Sheriff’s Office to guarantee equal opportunity to allow disabled employees a bias-free work environment. Baldwin County Commission and Baldwin County Sheriff’s Office, upon request, will provide reasonable accommodation in compliance with the ADA. Recruitment and selection processes will grant equal opportunity for employment to qualified applicants and will not discriminate on the basis of disability. Reasonable accommodation will be provided upon request during the application, testing, and interview process.
