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Office Manager Bookkeeper Parks Department Job opening - Hamilton County state Indiana ( Job openings )
Hamilton County , state Indiana
( By Press Release office )
2022-01-20T00:00 - 2022-02-19T00:00 | 37 | 1
Hamilton County, Indiana is an Equal Opportunity Employer.
We participate in E-Verify.
POSITION: Office Manager/Bookkeeper
DEPARTMENT: Parks and Recreation
WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F, some weekends and evenings
STATUS: Full-time
FLSA STATUS: Non-exempt
A completed application is required for this position. Application instructions may be downloaded by clicking on this link:
Application Instructions
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Job Openings
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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 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 Office Manager/Bookkeeper for the Parks and Recreation Department, responsible for and sets policy for maintaining department's 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.
DUTIES:
Supervises and directs assigned clerical personnel, including authorizing leave time, planning, implementing and coordinating work assignments, providing training and corrective instruction, evaluating performance and maintaining discipline. Assigned personnel include all Administrative building clerical staff.
Maintains budget accounts on computer, including posting receipts and disbursements, maintaining fund account balances, periodically reconciling with Auditor's records, and preparing monthly financial report for Park Board. Prepares additional/transfer of funds documents for Council and/or Park Board approval. Notifies Director of potential shortages.
Collects various payments/fees, including providing receipts, totaling/balancing receipts and cash daily, and delivering to Auditor as required. Prepares/processes department vouchers/claims, including verifying costs and documentation entering on computer, and submitting to Auditor. Occasionally communicates with vendors to answer inquiries/resolve problems.
Serves as Human Resources liaison for Parks Department, assisting in department hiring and on-boarding process, including arranging vacancy advertisements, assisting with scheduling interviews and processing new employees, providing orientation information and form. Assists with or prepares various HR related documents. Completes necessary paperwork/processes when employee is terminated or resigns. Sets policy for how the department adheres to county policy and timelines.
Manages, prepares, and processes department payroll, including calculating time cards, and documenting employee overtime, compensatory time, excess benefit time, on call hours, and leave time, and prepares documents for accurate and timely submittal to Auditor's office and payroll. Monitors leave requests and approvals.
Assists Director in yearly budget preparation including projecting costs/increases, incorporating project funding requests, preparing budget submittal documents, verifying final budget and staffing report/wage statements.
Answers telephone and greets office visitors, providing information and assistance, taking messages, or transferring/directing to appropriate individual or department.
Performs duties of co-workers to assure deadlines are met during their absence.
Assists with determination of software, computer, and office equipment needs.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED. Associate's Degree in Accounting or related area and/or minimum of three years of relevant experience or equivalent combination of education and experience preferred.
Thorough knowledge of standard office and department policies and procedures, and ability to apply such knowledge to a variety of interrelated tasks.
Thorough knowledge of basic bookkeeping principles and ability to perform relevant arithmetic calculations, maintain and balance accurate records, and prepare related documents and reports.
Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to supervise and direct assigned clerical personnel, including planning/delegating work assignments, providing training, and evaluating performance.
Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including telephone, computer, printer, fax machine, copier, and calculator.
Ability to understand and follow oral and written instructions, and appropriately respond to constructive criticism.
Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.
Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
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 work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.
Ability to occasionally work extended, weekend and/or evening hours.
II. RESPONSIBILITY:
Incumbent performs standard, recurring duties according to department policies and procedures. Incumbent receives indirect or occasional supervision, with priorities determined primarily by formal deadlines. Errors in incumbent's work are usually prevented through procedural safeguards, and are readily detected through standard bookkeeping checks. Undetected errors may result in loss of time for correction.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, and the public for the purpose of exchanging and explaining information.
Incumbent reports directly to Director.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment involving sitting and walking at will, close vision, keyboarding, lifting/carrying objects weighing under 25 pounds, speaking clearly, and hearing communication. Incumbent occasionally works extended, weekend and/or evening hours.
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