What are the responsibilities and job description for the Office Coordinator Public Works position at Benton County?
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*** EXCITING JOB OPPORTUNITY ***
JOIN OUR PUBLIC WORKS / HIGHWAY DEPARTMENT TEAM TODAY!
Benton County is actively recruiting and accepting applications to fill the position of full-time OFFICE COORDINATOR in the Public Works/Highway Department.
The intended hiring range for this position is $20.97 per hour to $22.53 per hour (dependent on related experience level) with a career potential of $28.77.
Under the supervision of the County Engineer, this position provides customer service and clerical support for the County Public Works/Highway Department. Tasks vary throughout the day, including data entry, filing construction records, answering the telephone, and relaying messages to the Department managers.
Standard working hours are from 7:30 A.M. to 4:00 P.M., Monday through Friday.
Position Summary
Provide clerical and customer service support.
ADDENDUM - OFFICE COORDINATOR - PUBLIC WORKS
Additional Functions
A. Performs departmental accounting functions.
A.1. Manages accounts receivable including the administration of processes in invoicing, receipting, posting, and billings.
A.2. Manages accounts payable including voucher preparation.
A.3. Balances Integrated Financial System (IFS) highway entries to highway cost accounts.
A.4. Processes payments for municipal maintenance agreements.
A.5. Assists Accountant with closing out year, Annual Report, and gathering information for auditors.
A.6. Verifies and flags highway vendors in preparation of 1099-M and 1099-S transactions.
A.7. Processes payments and reports for grants and other governmental units.
B. Designs and maintains Public Works web page and Facebook Page.
C. Processes access, utilities, and oversize/overweight permit applications.
D. Assists files maintenance and data-entry for construction projects/bids.
E. Maintains capital asset information for the department.
F. Maintains the Adopt a Highway program.
Hours of WorkAdditional Functions
A. Performs departmental accounting functions.
A.1. Manages accounts receivable including the administration of processes in invoicing, receipting, posting, and billings.
A.2. Manages accounts payable including voucher preparation.
A.3. Balances Integrated Financial System (IFS) highway entries to highway cost accounts.
A.4. Processes payments for municipal maintenance agreements.
A.5. Assists Accountant with closing out year, Annual Report, and gathering information for auditors.
A.6. Verifies and flags highway vendors in preparation of 1099-M and 1099-S transactions.
A.7. Processes payments and reports for grants and other governmental units.
B. Designs and maintains Public Works web page and Facebook Page.
C. Processes access, utilities, and oversize/overweight permit applications.
D. Assists files maintenance and data-entry for construction projects/bids.
E. Maintains capital asset information for the department.
F. Maintains the Adopt a Highway program.
A. Monday - Friday 7:30 A.M. to 4:00 P.M.
GLOBAL - OFFICE COORDINATOR - (ALL ADDENDUMS)
Duties and Responsibilities
Essential Functions
A. Performs department clerical functions.
A.1. Prepares and submits various letters and reports.
A.2. Responsible for maintenance of files and records.
A.3. Manages recording and depositing funds.
A.4. Prepares bills to other agencies, providers, and vendors.
A.5. Performs data entry for various programs.
A.6. Proofs various reports as needed.
B. Provides customer service in-person, by phone, and by e-mail.
B.1. Answers phone, provides information, takes messages, and/or forwards to appropriate staff or department.
B.2. Provides assistance to in-person contacts.
C. Processes incoming and outgoing mail.
D. Orders supplies and maintains inventory.
E. Develops and maintains filing, retention, and retrieval systems including electronic scan data including hard files in a manner that ensures effective retention and retrieval of all documents.
Additional Functions
A. Attends trainings as needed.
B. Performs other duties as assigned or apparent.
Essential Functions
A. Performs department clerical functions.
A.1. Prepares and submits various letters and reports.
A.2. Responsible for maintenance of files and records.
A.3. Manages recording and depositing funds.
A.4. Prepares bills to other agencies, providers, and vendors.
A.5. Performs data entry for various programs.
A.6. Proofs various reports as needed.
B. Provides customer service in-person, by phone, and by e-mail.
B.1. Answers phone, provides information, takes messages, and/or forwards to appropriate staff or department.
B.2. Provides assistance to in-person contacts.
C. Processes incoming and outgoing mail.
D. Orders supplies and maintains inventory.
E. Develops and maintains filing, retention, and retrieval systems including electronic scan data including hard files in a manner that ensures effective retention and retrieval of all documents.
Additional Functions
A. Attends trainings as needed.
B. Performs other duties as assigned or apparent.
Qualifications
Minimum Qualifications
A. High School Diploma or equivalent; and
B. Two years relevant clerical/customer service experience; OR
C. Equivalent combination of education/training/experience.
D. Must possess a valid driver’s license and be able to drive in the state of Minnesota.
E. Must successfully complete a background check.
F. Obtain and maintain certifications and licensures.
Minimum Qualifications
A. High School Diploma or equivalent; and
B. Two years relevant clerical/customer service experience; OR
C. Equivalent combination of education/training/experience.
D. Must possess a valid driver’s license and be able to drive in the state of Minnesota.
E. Must successfully complete a background check.
F. Obtain and maintain certifications and licensures.
Knowledge, Skills, and Abilities
A. Knowledge and skill in clerical functions, Microsoft Office Suite, and computer database operation.
B. Ability to provide optimal customer service skills.
C. Ability to interpret a variety of instructions furnished in written or oral forms.
D. Ability to communicate effectively, orally and in writing, and have strong positive public relations skills.
E. Ability to establish and maintain effective working relationships with others.
F. Ability to handle a variety of typical assignments and problems under moderate supervision within standard operating procedures.
G. Ability to handle repetitive tasks, processes, or operations requiring the selection and execution of actions based on defined procedures or straightforward directions.
H. Effective communication with department and other departments, outside agencies, and the public specialized matters requiring detailed or technical responses/explanations.
I. Ability to travel within your daily work assignment.
J. Ability to travel within Minnesota, including overnight stays.
K. Ability to work extended, evening, and weekend hours as needed.
L. Must comply with organizational and departmental policies.
M. Performs physical/mental demands of the work environment requirements for this position.
N. Attendance during regularly scheduled work hours, and outside regular hours, as necessary.
O. Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and citizen customers.
P. Must comply with data practices policies and standards relative to private data. Any access to private data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data is being accessed, employee should take reasonable measures to ensure the private data is not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished the private data must be properly stored according to county policies and the Minnesota Statutes.
Physical Demands & Working Conditions
A. Work is performed in an office setting.
B. Headaches, eyestrain, and other related occupational hazards reflect the most common potential for injury.
C. Work is light duty and sedentary with the ability to lift, carry, or push up to 10 pounds.
D. This position frequently performs work under moderate attention to detail and deadlines.
E. This position may be exposed to an angry public.
Hours of Work
A. Monday - Friday 8 a.m. – 4:30 p.m.
Equipment Utilized
A. Office equipment, computers, and phones.
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The County Board, County Administrator, or appropriate Elected Official retains the discretion to add duties or change the duties of this position at any time.
Benton County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodation to qualified individuals and encourages both prospective and current employees to discuss potential accommodations with the employer.
A. Knowledge and skill in clerical functions, Microsoft Office Suite, and computer database operation.
B. Ability to provide optimal customer service skills.
C. Ability to interpret a variety of instructions furnished in written or oral forms.
D. Ability to communicate effectively, orally and in writing, and have strong positive public relations skills.
E. Ability to establish and maintain effective working relationships with others.
F. Ability to handle a variety of typical assignments and problems under moderate supervision within standard operating procedures.
G. Ability to handle repetitive tasks, processes, or operations requiring the selection and execution of actions based on defined procedures or straightforward directions.
H. Effective communication with department and other departments, outside agencies, and the public specialized matters requiring detailed or technical responses/explanations.
I. Ability to travel within your daily work assignment.
J. Ability to travel within Minnesota, including overnight stays.
K. Ability to work extended, evening, and weekend hours as needed.
L. Must comply with organizational and departmental policies.
M. Performs physical/mental demands of the work environment requirements for this position.
N. Attendance during regularly scheduled work hours, and outside regular hours, as necessary.
O. Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and citizen customers.
P. Must comply with data practices policies and standards relative to private data. Any access to private data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data is being accessed, employee should take reasonable measures to ensure the private data is not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished the private data must be properly stored according to county policies and the Minnesota Statutes.
Physical Demands & Working Conditions
A. Work is performed in an office setting.
B. Headaches, eyestrain, and other related occupational hazards reflect the most common potential for injury.
C. Work is light duty and sedentary with the ability to lift, carry, or push up to 10 pounds.
D. This position frequently performs work under moderate attention to detail and deadlines.
E. This position may be exposed to an angry public.
Hours of Work
A. Monday - Friday 8 a.m. – 4:30 p.m.
Equipment Utilized
A. Office equipment, computers, and phones.
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The County Board, County Administrator, or appropriate Elected Official retains the discretion to add duties or change the duties of this position at any time.
Benton County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodation to qualified individuals and encourages both prospective and current employees to discuss potential accommodations with the employer.
Salary : $43,618 - $59,842
