Bookkeeper-Office Manager

County Extension Service Office, 4001 Crescent Avenue, Fort Wayne, Indiana, United States of America

• Provide administrative assistance to the County Extension Director and other educators including typing correspondence, proofing drafts, scheduling and setting up appointments and meetings, printing, assembling, and mailing newsletters.
• Take minutes for staff conferences in partnership with other administrative staff.
• Assist Extension Homemaker volunteers under the direction of the Health and Human Sciences Educator.
• Maintain multiple accounts in the Extension Education Fund, including grants and petty cash.
• Process purchase requests, purchase card receipts, and maintain account balances with Purdue University.
• Maintain detailed permanent records through ledger reconciliation for both Allen County and Purdue Fort Wayne Extension.
• Assist the County Extension Director with developing departmental budget and discuss performance of accounts and needs for the next year.
• Answer the department phone, greet office clientele, determine nature of calls or visits, respond to inquiries, or direct individuals to the appropriate person or agency.
• Maintain a database of mailing lists used to produce labels and provide information to individual clients upon demand.
• Prepare purchasing requisitions and file claims with the Allen County Auditor’s Office for payment.
• Comply with state and county regulations in performance of duties.
• Deliver bulk mailings to the Post Office and maintain records of expenditures and process incoming mail.
• Complete county employee payroll and attendance records for the department, including entering hours worked and forwarding forms to the Auditor’s Office for payment.
• Provide employees with status of their benefits, county services, and insurance.
• Send out flyers, prepare spreadsheets for seminars with needed information on participants, and help participants meet state requirements for certification.
• Maintain inventory of office supplies and equipment and requisition supplies and publications as needed, often through internet ordering, requesting quotes from Allen County or Purdue purchasing departments.
• Administer and maintain website content and traffic in conjunction with Extension Educators.
• Maintain and administer Purdue Extension – Allen County social media pages.
• Monitor, maintain, and troubleshoot office machinery and contact appropriate company if repairs are needed.

• Associate’s degree or certification program of comparable length.
• At least one (1) year of experience in bookkeeping, budgeting, payroll, accounting, and managing an office.
• Knowledge of office management including interface with Microsoft Office, Quicken, and Filemaker Pro Database.
• Training in business/accounting concepts and software applications.
• Strong written and verbal communication skills.
• Strong computer skills with the ability to use Microsoft Office and other job‑related software, and use job‑related tools such as copier, multi‑line phone, printer, collator, and postage meter.
• Must be bonded and insured by Purdue University.

The Bookkeeper/Office Manager performs work that is moderately complex when performing administrative work for the County Extension Director and other educators. Understanding is needed for the practical application of regulations and procedures while maintaining the department’s accounts. Frequently discusses detailed information involving client/citizen problems.

The Bookkeeper/Office Manager performs work that involves making choices and taking action when answering the telephone, receiving office clients, maintaining various accounts, depositing receipts and paying invoices. Errors are readily detected and corrected through supervisory review.

The Bookkeeper/Office Manager maintains frequent contact with other County employees and the public when answering the telephones and corresponding via fax and email.

The Bookkeeper/Office Manager works in a standard office setting with ability to move about freely, some lifting of up to forty pounds, bending, pushing/pulling, reaching overhead,…