Surveyors Office - Citizens Square - Administrative Assistant General Finance

Department: Surveyor FLSA Status: Non-Exempt

Classification/Level: Office Support, PG-5 Date: 04/2023

Under the direction of the Surveyor, the Administrative Assistant/General Finance performs accounting operations for the Surveyor's Office as well as handles inquiries on legal drains and provides customer assistance and a variety of other clerical duties. This position is Covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Performs accounting operations, including posting to journals, ledgers, transfers, appropriations, and preparing budget reports.

• Responsible for preparing and processing claims, including drain maintenance and reconstruction claims and submitting completed claims to the Auditor's Office.

• Prepares deposits and keeps records of receipts to individual projects or drain funds.

• Prepares and enters data for payroll. Tracks employee time off and reviews and verifies all timesheets.

• Prepares budget and Surveyor's Office Annual Reports.

• Provides information to department personnel, supervisors, and others regarding financial expenditures, income, available funds, and accounting issues.

• Manages Surveyor's Office Purchasing function and related documentation. Processes purchase order requisitions.

• Responsible for ordering surveying and office supplies and equipment, makes travel arrangements for staff trainings, and monitors the office vehicle fleet including repairs and usage.

• Oversees the reporting of all Surveyor's Office related inventory.

• Facilitates purchasing and upkeep of all department electronic devices including but not limited to cell phones, printers, scanners, GPS devices and survey equipment.

• Verifies contracts and agreements.

• Performs Human Resource functions for the office, including job postings, new hire onboarding, maintains personnel files, and FMLA & STD processing.

• Responsible for public information activities, including creating the power point presentation for Drainage Board meetings.

• Provides information and updates on department website, including but not limited to bidding opportunities for drain maintenance projects, and MS4 construction activity public notices.

• Develops and maintains Surveyor's Office databases including LogBooks for logging in all drainage plan submittals, Complaint database for drainage issue investigations, DrainWork database for drain bid proposals and tabulations, and Accounting database for accounting operations and regulated drain fund balances.

• Responsible for secretarial duties including, but not limited to, multiline phone, data entry, customer service, clerical, and accounting.

• Provides client assistance at the front counter, over the phone, and through incoming email.

• Handles inquiries on legal drains, wetlands, historical aerials, benchmarks, floodplains, and cornerstones.

• Transcribes various documents including, but not limited to, typing and sending out review comments and permit approvals. letters, County verification forms, invoices, bid results, and other reports for staff members.

• Attends various workshops and training seminars as required.

• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• Bachelor's Degree in Business or related field or 6 years experience in accounting field

• Working knowledge of advanced accounting and financial processes

• Knowledge of governmental accounting practices, including Public Drainage Funds

• Strong written and verbal communication skills

• Working knowledge of payroll

• Knowledge of Indiana Drainage Code

• Ability to read aerial maps and drainage contours

• Strong computer skills with the ability to use Microsoft Office and other job related software

DIFFICULTY OF WORK:

The Administrative Assistant/General Finance performs work that involves several variables when performing accounting operations. Knowledge of Public Drainage Funds is required.

RESPONSIBILITY:

The Administrative Assistant/General Finance performs work that requires substantial contributions when preparing billings, payments, receipts, petty cash, and other transactions. Work is reviewed for soundness of judgement and technical adequacy and conformance with Indiana Drainage Code.

PERSONAL WORK RELATIONSHIPS:

The Administrative Assistant/General Finance maintains frequent contact with other County employees, supervisors, and the public with regard to Surveyor's Office Accounting operations.

WORKING CONDITIONS:

The Administrative Assistant/General Finance works in a standard office environment with frequent sitting and the ability to move around freely, some lifting of up to 20 pounds, bending, pushing/pulling, and reaching overhead. Very frequent mental/visual effort, typing, attention to detail, monitoring of equipment, detailed inspection, and proofreading is required. Often handles complaints from constituents who may be upset and disgruntled.

SUPERVISION:

None

LICENSING:

None

IMMEDIATE SUPERVISOR:

Allen County Surveyor

HOURS:

40 hours/week; overtime as needed

Other details

• Job Function Other

• Pay Type Hourly

• Min Hiring Rate $22.18

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• Surveyor s Office

• Surveyor's Office

• Citizens Square, 200 E Berry, Fort Wayne, Indiana, United States of America