Administrative Accounting Assistant-Auditors - J04080 - 12500

Base Pay: $15.97 Hourly

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SUMMARY: Manage the front reception desk and office window. Directly responsible for managing incoming communications and their proper distribution. Responsible for producing various technical reports, letters, and other correspondence using advanced word processing, spreadsheets, and other software applicable to duties. Assist accounts payable in invoice scanning and operate the paperless scanning system for the department. Responsible for records management of the department in accordance with State law. Serves as the Timekeeper for the County Auditor's Department. Responsible for safety as the department's safety officer. Performs other administrative duties as may be assigned.

ORGANIZATIONAL RELATIONSHIPS:

Reports to: County Auditor

Other: Works closely with county department heads and employees, vendors, public, County Auditor and First Assistant County Auditor

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Performs administrative duties for the department and management by answering telephone calls and directing them to the appropriate personnel, delivering incoming correspondence to the appropriate personnel, addressing the public and assuring that assistance is provided, facilitates communications by taking complete and clear messages, some of which may be highly sensitive or confidential in nature.

Maintains an appointment calendar to assist county auditor with keeping engagements. Makes appointments, schedules meetings, and arranges travel, as needed for auditor's staff.

Coordinates, organizes, and prepares each division's agenda items for submission to commissioner's court using agenda link application. Distributes agenda item information to the various county departments according to procedures, after commissioner's court meetings, follows up to get executed/signed documents, and/or ensure prompt response to any additional information requested; Resubmits tabled items to following Commissioners Court, as need.

Composes and types a variety of correspondence; types most all of county auditor's memos, technical correspondence, special reports and letters using either a word processing, mail merge or spreadsheet program to create original and professional looking documents.

Compiles, organizes and either copy and bind or submit to print shop major reports and publications written by the county auditor's office. Distributes according to schedule as needed.

Validates receipt of all incoming correspondence by date stamping all correspondence delivered and/or picked up from courthouse post office box.

Orders supplies for office to keep supply cabinet stocked.

Ensures the prompt payment process for department by creating requisitions in WorkDay, monitoring/tracking approval process, creating digital image of invoices, and receipting invoices against purchase order in WorkDay.

Uses P-Card to make purchases, as needed. Promptly reconciles P-Card in WorkDay.

Responsible for the care and operations of front office equipment, as in correcting issues, contacting maintenance for service, supplies and communication with appropriate staff. Responsible for ensuring copy machine is stocked and is regularly maintenance.

Coordinates with, building maintenance department for repairs.

Coordinates with Human Resources to advertise vacant positions and create job requisitions in WorkDay, for supervisor review. Completes hiring process, as required in WorkDay.

Establishes and maintains confidential personnel files. Reviews and processes personnel paperwork, including new hire and employee terminations. Updates employee contact information. Keeps county auditor informed of birthdays, holidays, and other employee issues.

Serves as department's timekeeper to ensure that employees time is properly entered, making adjustments as needed; verify time off is entered and both employees and supervisors have approved time in WorkDay before payroll deadline.

Maintains central filing system by filing and organizing paperwork and records.

Assist with directing the community service workers.

Data entry of various budgetary documents and subsequent budget amendments, and internal budget amendments into the financial system; balance final posting of entries; maintains files on all budget amendments and posting documents, ensuring availability of supporting documentation.

Assist with budget preparations; and assists with the preparation of financial statements and reports; contributes to team efforts by accomplishing related results as needed, and keep the supervisor informed.

Oversees/operates the paperless/scanning process for the county auditor department. Includes all phases, for example, sorting documents, scanning, quality review, attaching to proper applications and disposition of source documents. Makes recommendations to Accounts Payable Manager for continuous improvement.

Manages the records management files process. Coordinates with records warehouse personnel for retrieval, storage, and transport. At least once a year, reviews record eligible for destruction and prepares required documentation.

Work and assist with county wide employee support for WorkDay. Serves as a help desk/complaints management for WorkDay. Assist coordinator in communications and help tickets.

Serves as the department's safety officer. Attends monthly meetings presented by the risk management and conducts safety meetings at department level. Responsible for following procedures as promulgated by commissioner's court.

Performs such other duties as may be assigned.

All County Auditor Employees:

• Must be committed to achieving excellence in assigned duties, always in service of the county and community.

• Must have the ability to earn and keep the trust of fellow employees and community at large.

• Must be approachable and ready to assist fellow employees and the public.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County's insurance carrier.

EDUCATION and/or EXPERIENCE: Graduation from high school or GED. Two years of clerical and/or secretarial experience preferred, but not required.

Any equivalent combination of experience and training which provides the required knowledge, skills and abilities, may be considered.

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using

whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.

REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES: Ability to work quickly and accurately with numbers, to maintain neat, well-organized records and to operate a 10-key calculator, preferably by touch. Ability to communicate clearly and effectively, both orally and in writing. Ability to follow procedures and manage multiple tasks; highly developed skills in utilizing PC word processing programs and ability to operate spreadsheet programs. Ability to establish and maintain effective working relationships with other county employees, officials and the general public.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to enter/type, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Job requires a significant amount of inputting data into the computer as well as proofing the data entry.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

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