Administrative Assistant/Payroll Clerk

OGEMAW COUNTY ROAD COMMISSION

JOB DESCRIPTION

TITLE: Administrative Assistant/Payroll Clerk

FLSA STATUS: Non-Exempt

REPORTS TO: Finance and HR Administrator/Board Clerk

GENERAL:

An at-will position under the general direction of the Finance & HR Administrator/Board Clerk. Performs a variety of clerical, secretarial, and administrative tasks including answering the telephone, greeting visitors, complying and uploading payroll data, providing administrative support, and assisting in the standard operating policies and procedures of the Ogemaw County Road Commission.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

An employee in this position is required to perform the following essential functions with or without reasonable accommodations. These examples are not an exhaustive list of the duties which the employee may be expected to perform.

· Provides first point of contact for incoming phone calls, general emails, and walk-in customers. Answers questions when possible, providing limited policy interpretation.

· Reviews employees’ daily electronic time sheets for completeness, accuracy, and errors and omissions in labor hours and equipment documented for activities and project-related work.

· Processes and updates payroll and equipment rental records from the daily electronic timekeeping system and bi-weekly times for salary employees.

· Assigns equipment numbers and keeps equipment list to include new service checklists, and employee seniority list updated.

· Oversees equipment warranties and updates equipment module accordingly.

· Keeps record of all overtime worked including refusals, complies, and distributes a report weekly.

· Processes activities in the accounts payable program such as coordinating billings with purchase orders, verifying appropriate personnel authorized payments, coding billings properly and entering them into the computer for payment, processing payable checks for approval at the board meetings, ensuring timely payments of vendor invoices and expense vouchers and maintaining accurate records.

· Reconciles checking account for Payroll.

· Maintains Certificate of Insurance Files.

· Final processing of permits, checking for valid insurance certificates and permit language.

· Works with the Purchasing Agent/Stock Clerk to balance inventory, inventory counts, and control.

· Maintains and submits certification maps of the county road system.

· Collects traffic count/field study data, interprets the collected data, generates reports, and inserts same in Roadsoft database.

· Maintains or assists in the maintenance of the Asset Management System-Roadsoft, TAMC (Transportation Asset Management Council).

· Enters MISS Digs in the reporting module and updates positive response status.

· Manage the Adopt-A-Road program. Send out information, coordinate routes, order signs, and arrange for installation. Keep a running list of routes and persons.

· Processes purchase orders in the absence of the Purchasing Agent/Stock Clerk.

· Assists in the administration of the office by becoming knowledgeable of the Finance & HR Administrator/Board Clerk’s job duties and assists when needed to contribute to the effectiveness and efficiency of the Road Commission.

· May be required to perform a variety of tasks as requested, with complete confidentiality, by the Managing Director, Finance and HR Administrator/Board Clerk, and/or the Board of County Road Commissioners.

The above list of duties and responsibilities is intended to describe the general nature and level of work to be performed by the Administrative Assistant/Payroll Clerk. The list is not to be considered exhaustive and is subject to change by the Board at any time.

NON-ESSENTIAL JOB FUNCTIONS (MARGINAL DUTIES):

· Communicates with various agencies relative to emergencies, road closures, and re-opening of roads.

· Orders office supplies and other office-related items when requested and maintains the inventory of office supplies.

· Prepares travel arrangements and registration for meetings for employees and board members.

· Coordinates meetings held at the Ogemaw County Road Commission facility including preparation, set up, clean up, and aiding with presentations used by staff.

· Creates forms, spreadsheets, and other aids to organize better and document the activities of the Ogemaw County Road Commission.

· Responsible for typing correspondence, letters, notices, memorandums, etc.

· Prepares or assists in the preparation of bidding documents.

· Process receipts from cash, check, and/or electronic payments.

· Assists with the rating of roadways using the Paser rating system.

· Other non-essential job functions that may arise relative to any Road Commission necessary activity.

JOB QUALIFICATIONS:

The requirements listed below are representative of the minimum qualifications, knowledge, skills, and abilities required to successfully perform the essential functions of the position.

· High school Diploma or equivalent with additional training in office management, secretarial/payroll studies, or related field.

· Three to five years of responsible work experience in the secretarial/administrative support field with an emphasis on governmental or public agency accounting preferred. Detail-oriented with the ability to maintain accurate and complete records and files.

· Must possess excellent customer service skills with the ability to communicate effectively, both orally and in writing, with the public, state/county/elected officials, and staff, with friendliness, responsiveness, and tact. Also, the ability to display a high degree of discretion, prudence, and confidentially.

· Proficient with using Microsoft Word and Excel computer software, and ability to learn and be proficient at using other work-related computer software.

· Ability to report to work regularly and on time.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. Other duties will be assigned as management deems necessary.

ESSENTIAL JOB ELEMENTS AND PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Work is performed in an office setting or outdoor environment. Ability to sit at a desk for up to 10 hours a day with a 30-minute break after the first 5 hours. Visual acuity to read, proofread, and complete forms. Hearing acuity to listen and communicate in person and by telephone. Manual dexterity to use keyboards, and eye/hand coordination. Mental capacity to follow instructions, analyze data, exercise judgment, manage and schedule time, and make sound decisions. Ability to drive an automobile and possess a valid driver’s license. The employee may be required to lift or move 20 lbs and reach shelves or file cabinets for general filing and review.

While performing the duties of this job, the employee is frequently required to stand, work, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee is occasionally required to sit, balance, stoop, kneel, crouch, talk, and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The job description does not constitute an employment agreement or contract between the employer and the employee. The employer has the right to revise this job description at any time.

Note: The above job description has been developed based on guidelines defined by the Americans with Disabilities Act (1990).

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $20 - $23