Administrative Coordinator Highway Job opening - Hamilton County state Indiana ( Job openings )
Hamilton County , state Indiana
( By Press Release office )
2022-01-26T00:00 - 2022-02-25T00:00 | 36 | 2
Hamilton County is an Equal Opportunity Employer.
We participate in E-Verify.
POSITION: Administrative Coordinator
WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F
FLSA STATUS: Non-exempt
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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. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who required 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 Coordinator for the Hamilton County Highway Department, responsible for maintaining departments financial records, performing various bookkeeping and clerical tasks, and supervising and directing clerical personnel. This position is also the advisor on administrative matters affecting the department.
Supervises the work of assigned personnel. Directs assigned personnel, which includes, but not limited to, authorizing leave time, planning, implementing and coordinating work assignments, providing training and corrective instruction, evaluating performance, and maintaining discipline. Assigned personnel include the Accounts Payable/Clerical and the Public Relations Coordinator positions.
Manages the preparation and processing of department claims/vouchers, which includes, but not limited to, assigning appropriation numbers, verifying documentation and costs, preparing forms, entering data in computer. Assures accurate and timely submissions to the Auditor. Occasionally communicates with vendors to answer inquiries/resolve problems.
Manages/oversees the processing of federal aid reimbursements. This includes, but not limited to, preparing report of collections, transfer/additional forms preparation for Council approval, preparing claim and assuring reimbursement is returned to originating fund.
Monitors appropriation and cash balances of multiple fund accounts and notifies supervisor of potential shortages. Maintains up to date ledgers for all funds. Prepares the additional/transfer of funds documents for Council approval.
Prepares, with input/assistance from the Auditors office, the highway report of annual receipts and disbursements, meeting the State Board of Accounts requirements. Assures timely submission to the State.
Serves as Human Resources liaison for Highway Department, assisting in department hiring process. This includes, but not limited to, arranging vacancy advertisements, assisting with scheduling interviews and processing new employees, providing orientation information and forms. Acts as department expert on workman's compensation, FMLA leave, insurance and employee benefit related issues. Assists with or prepares various HR related documents.
Maintains current records for CDL drivers, coordinates random drug and alcohol testing and maintains pool of eligible employees with the testing service.
Manages, prepares and processes department payroll function. This includes, but not limited to, calculating timecards, and documenting employee overtime, compensatory time, excess benefit time, on call hours, and leave time. Monitors leave requests and approvals. Prepares payroll documents for accurate and timely submittal to the Auditors office. Prepares department service records and maintains any confidential personnel files. Tracks and coordinates workers' compensation and family medical leave. Maintains record of part-time employees work hours as required.
Works with the Safety and Risk Managers to process workman's compensation and vehicle accident documentation.
Performs various annual functions. This includes, but not limited to, balancing multiple funds, preparing year-end fund encumbrances. Prepares materials, as needed, for State Board of Accounts audit.
Assists Director in yearly budget preparation. This includes, but not limited to, projecting costs/increases, incorporating project funding requests, preparing budget submittal documents, verifying final budget and staffing report/wage statements.
Periodically negotiates and oversees service agreements/contracts, such as for uniform rental service, cellular phone, beeper, and office equipment.
Processes documents/forms through the BMV on new equipment for proper registration and licensing. Prepares documentation of all assets for accurate inventory. Ensures that all equipment has current insurance cards and registration.
Tracks, verifies, and processes claims associated with County Legal Drain assessments and reconstruction from County Surveyor.
Assists with the preparation/review of Annual bids for services and products.
Assists with determination of software, computer and office equipment needs.
Assists project engineers with budgeting/funding issues during contracted project.
Advises personnel on proper procurement procedures. Assists as needed, in obtaining price quotes, orders, and purchases.
Performs various clerical duties as assigned or as needed, such as composing, copying, filing, mailing, notarizing documents, and disseminating various correspondence, forms, reports, and databases, logging/filing incoming documents, creating/organizing document files, and tracking/ordering office supplies. Coordinates facility repair requests with Bldg. and Grounds department.
Assists office visitors, other county personnel, and other departmental personnel. Assures that the duties of assigned personnel are covered during their absence.
Assists with occasional emergencies as needed, such as scheduling personnel, coordinating with Sheriff and Emergency Management departments, and working with agencies in facilitating processing federal aid reimbursements. Responsible for the continuation of the administrative function should the Continuity of Operations (COOP) plan be activated.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
Associate Degree in accounting or related area and/or minimum five years relevant experience or equivalent combination of education and experience.
Thorough knowledge of standard office policies and procedures, and ability to apply such knowledge to a variety of interrelated tasks.
Thorough knowledge of and proficiency with computer software including Microsoft Word, Excel, Access, Outlook. Ability to utilize Eden's and Kronos software, as well as GIS, Winchester, Taxmap, Workforce.
Working knowledge of basic bookkeeping and database application principles, and ability to perform relevant arithmetic calculations in processing payroll and claims/vouchers, billing vendors, and balancing and depositing receipts and maintain ledgers.
Ability to supervise assigned staff, including interviewing applicants, making hiring recommendations, authorizing leave time, planning, implementing and coordinating work assignments, providing training and corrective instruction, evaluating performance, and maintaining discipline.
Ability to compose and prepare correspondence, type with speed and accuracy, and properly operate a variety of standard office equipment, including computer, printer, telephone, fax machine, typewriter, copier, calculator, and two-way radio.
Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively and tactfully communicate orally and in writing with co-workers, other County departments, vendors, state and local government agencies, BMV, contractors, banks, testing personnel, insurance providers, and the public. Must be sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to understand and follow oral and written instructions, and appropriately respond to constructive criticism.
Ability to work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.
Ability to work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers.
Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.
Ability to occasionally work extended, weekend, and/or evening hours, and occasionally travel out of town for seminars and meetings, sometimes overnight.
Possession of Indiana Notary Public.
Possession of a valid Indiana driver's license and demonstrated safe driving record.
Incumbent must stay knowledgeable on administrative policies and effectively advise and apply current policies and procedures. Incumbent performs standard, recurring duties according to department policies and procedures, referring to supervisor for unusual and precedential situations. Incumbent receives general supervision, with priorities determined primarily by formal deadlines. Errors in incumbent's work are usually prevented through procedural safeguards and are detected through standard bookkeeping checks. Undetected errors may result in loss of time for correction and/or loss of money to the department or contractors/vendors.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent communicates regularly with co-workers, other County departments, vendors, state and local government agencies, BMV, contractors, banks, testing personnel, insurance providers, and the public, for purposes of exchanging information, explaining policies and procedures, occasionally negotiating service agreements, and supervising personnel.
Incumbent reports directly to Director.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT
Incumbent performs duties in a standard office environment which may involve sitting and walking at will, sitting for long periods, lifting/carrying under 25 pounds, bending, crouching/kneeling, keyboarding, speaking clearly, close vision, and hearing communication. Incumbent occasionally works extended, weekend, and/or evening hours, and occasionally travels out of town for seminars and meetings, sometimes overnight.
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