Business Administrative Coordinator

THE POSITION

Douglas County Solid Waste

Full time position available with competitive full-family benefit package.

PERS/OPSRP retirement and availability of deferred compensation retirement savings.

Onsite (Courthouse complex) childcare available at a discounted employee rate through Roseburg Professional Childcare (Fowler St. location only).Availability is subject to center waitlist.

Job Summary:

This position performs a variety of senior-level administrative duties requiring substantial coordination of information to ensure that a department's day-to-day business functions are accurately processed, documented, and reported in accordance with established regulatory constraints, and County policies and procedures.

Essential Functions:

This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job.

• Coordinate and manage a Department's complex or multi-layered administrative processes including, but not limited to, department head appointments and deadlines, collecting and organizing complex data, preparing and distributing correspondence, legal notices, public meeting notices, press releases, informational forms and miscellaneous business documents, preparing and posting agendas and taking minutes for department management meetings; coordinate, review and troubleshoot timesheets for accuracy; process timesheets and pay records timely, and coordinate communications with other County departments.

• Coordinate and maintain accurate financial tracking and reporting systems for multiple program-related billing and revenue streams in compliance with County revenue and cash handling procedures within the parameters of public accountability.

• Monitor fiscal recordkeeping and participate in analyzing data for expenditure projections and proposed solutions; maintain and interpret procedures and verification systems to ensure accurate tracking and reporting of program criteria.

• Ensure that the department's personnel data processing, methods, and confidential recordkeeping are in compliance with all federal and state regulations, as well as County policies and procedures and collective bargaining agreements, including, but not limited to, record retention, recruiting procedures, interviewing, hiring and orientation of new employees, position changes, annual reviews, employee wage or data changes, accurate and timely completion of County paperwork submissions to Human Resources and Management & Finance; maintain department's personnel files as well as other mandated records; and is primarily responsible for gathering and distribution of personnel data for the department.

• Implement approved Department policies and procedures; solve clerical and record keeping problems and interpret administrative process for personnel rules, collective 1925 bargaining directives, and County policies and procedures to County employees, supervisors, and managers.

• Participate in the administration and coordination of various vendor and/or service contracts, grants, subcontracts and/or leases; participate in preparation of requests for proposal; prepare accurate treasurer remittances, ensure proper recording with County Clerk, generate billing, and reconcile payments and accounts.

• Supervise daily work of office clerical staff and/or volunteers; oversee and be responsible for ordering supplies; monitor and ensure accurate inventory and equipment recordkeeping; provide training and guidance as needed to ensure proper office processes are followed; participate in selection, work plan preparation, and evaluation of clerical staff.

POSITION REQUIREMENTS

SKILLS/QUALIFICATIONS:

This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job.

Any equivalent combination of education and experience, which demonstrates the knowledge, skills and abilities required, will be considered. however, the following is preferred:

• Bachelor's degree in public or business administration or related field which includes manual and electronic accounting and information systems and at least two years progressively responsible work experience in office management or administration which includes supervisory and/or program management experience.

• Associate's degree in business administration or related field and at least four years progressively responsible work experience in office administration including program and/or personnel supervisory experience.

• At least six years work experience in the related field being hired for, which includes supervisory and/or program management experience

Thorough knowledge of principles and practices of business administration, modern practices and methods of office management, staff supervision, and department operations, including coordination techniques for fiscal and budget monitoring; and personnel and program management; considerable knowledge of database development, statistical data collections and research techniques and procedures; and recordkeeping and reporting.

Required

• At time of appointment, must possess valid Oregon Drivers License

• Regular and consistent attendance

SCREENING & EVALUATION

Background Investigation: While not part of initial applicant screening, the finalist for this position may be required to pass a criminal history background as part of a contingent offer of employment. Conviction of a crime may not necessarily disqualify an individual from employment.

Position may require infrequent driving. Finalist will be asked to provide a driving history that meets the Douglas County Driver Policy as part of contingent offer of employment. Failure to provide a driving record that meets the Policy will not necessarily exclude an applicant from employment.

Recruitment may be closed prior to the closing date when sufficient applications have been received.

Questions? Contact Douglas County Human Resources be e-mail at hr@co.douglas.or.us or

ph: (541) 440-4405

To learn more about this position, please review the position classification here:Business/Admin Coordinator

Douglas County is an Equal Employment Opportunity Employer.

Douglas County Statement on Equal Employment Opportunity

If you require any special assistance at any point during the application or selection process and would like to request an accommodation due to a disability, please e-mail a description of your request to Human Resources.