Administrative Assistant

POSITION DESCRIPTION COUNTY OF WARRICK, INDIANA

POSITION: Administrative Assistant

DEPARTMENT: Commissioners

WORK SCHEDULE: 8:00 a.m. – 4:00 p.m., M-F

JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)

DATE WRITTEN: September 2020 STATUS: Full-time

DATE REVISED: FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The County of Warrick provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as Administrative Assistant for the Warrick County Commissioners, responsible for preparing claims/vouchers for various entities in the County, providing year-to- date balances for various budgets, and providing various clerical functions of the department.

:

Prepares claims/vouchers for Federal Aid Road projects, invoice vouchers and documentation for reimbursement from Indiana Department of Transportation (INDOT).

Maintains Commissioners, courthouse, and payroll employee service records, and prepares payroll claims for said employees.

Prepares claim/vouchers and maintains detailed spreadsheets for Commissioners, courthouse, and purchasing purchases.

Maintains year-to-date balances for Commissioners, courthouse, and various other budgets to maintain positive balances in line items.

Prepares additional appropriations, transfers, and in line transfers as needed to maintain positive balances in various line items.

Answers telephone and greets office visitors, providing information and assistance, taking messages, responding to inquiries, and/or directing callers to appropriate individual or department.

Receives, sorts, and distributes mail.

Maintains department personnel records, recording hours worked, vacation and other leave, and maintaining related files. Maintains updated Commissioners’ appointment list.

Performs various clerical functions of the department personnel as assigned or requested.

Prepares payroll requests/salary ordinance for annual budget hearings for Commissioners, courthouse, and purchasing employees.

Prepares County calendar for use by County employees, and prepares meeting resolution for approval by Commissioners of Commissioners’ regular session meetings.

Prepares holiday ordinance for approval by Commissioners of County-observed yearly holidays. Performs related duties as assigned.

I. :

High school diploma or GED. Must be at least 18 years of age.

Working knowledge of basic accounting principles, Local Public Agency (LPA) procedures, Commissioner Protocols, various Indiana State Statutes, and spreadsheet maintenance.

Working knowledge of and ability to use a variety of computer software utilized by department, including Microsoft Office.

Working knowledge of standard English grammar, spelling, and punctuation, and ability to properly use standard office equipment, including but not limited to fax machine, copier, telephone, printer, and computer.

Working knowledge of standard office policies and practices and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Ability to effectively communicate orally and in writing with co-workers, other County departments, County Commissioners, County Council, Indiana Department of Transportation (INDOT), and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide public access to, or maintain confidentiality of, department information and records according to state requirements.

Ability to apply knowledge of people/places, and compare similarities and differences between data and people.

Ability to work alone with minimum supervision and with others in a team environment, work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Possession of a valid Indiana driver’s license and a demonstrated safe driving record.

II. :

Incumbent performs standard, recurring duties according to a flexible, customary routine, with priorities determined primarily by supervisors. Work is reviewed for adherence to instructions/ guidelines, compliance with Department policies and procedures, and appropriate service to the public. Errors in incumbent's work are usually prevented and detected through standard bookkeeping checks. Undetected errors may result in loss of time for correction.

III. :

Incumbent maintains frequent contact with co-workers, other County departments, County Commissioners, County Council, Indiana Department of Transportation (INDOT), and the public for purpose of giving and receiving information.

Incumbent reports directly to the County Administrator.

IV. :

Incumbent performs a majority of duties in a standard office environment, involving sitting/standing/walking for long periods, sitting and walking at will, keyboarding, lifting/carrying objects weighing less than 25 pounds, pushing/pulling objects, crouching/kneeling, speaking clearly, bending/reaching, hearing sounds/communication, grasping/handling/fingering objects, close/far vision, and color and depth perception.

Job Type: Full-time

Pay: $42,563.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $42,563