Office Coordinator

Overview

The Office Coordinator performs complex accounting of drainage district funds, employee work hours, equipment funds, grant projects and general administrative funds, on paper and on computer; to perform general clerical work, answer phones, wait on walk-in customers and answer citizen inquiries; to maintain office files, research drain legal documents, pay invoices, prepare drain orders, prepare purchase orders, receive funds, and handle incoming and outgoing correspondence.

• Answer phones and wait on walk-in customers.
• Answer inquiries relating to drainage problems and drain easements.
• Receive monies and write receipts; prepare monthly receipt deposit.
• Prepare payment vouchers and drain orders to pay invoices.
• Prepare purchase orders and maintain office supplies.
• Prepare affidavits for postings and mailings.
• Proofread and edit correspondence.
• Process incoming and outgoing mail.
• Keep records of development reviews.
• Maintain office filing system.
• Research drain easements in old records.
• Answer petition requests and verify landowners in a drainage district.
• Enter data into drain fund computer ledger system.
• Calculate bank interest for individual drains.
• Balance drain funds monthly with Treasurer's Office.
• Keep financial records for water quality grants and prepare grant financial reports.
• Enter employee payroll data into county computer payroll system.
• Maintain employees' accrual balances for vacation/comp/sick time.
• Keep hourly records of field personnel and equipment for individual drains.
• Keep accounting of permit fees and send out invoices.
• Keep accounting of special drain assessments.
• Prepare reports on drain assessments, wage reimbursements, Drain Office Annual Report.
• Other duties as assigned.

Supervision received:
Work is performed under supervision of Drain Commissioner and Deputy Drain Commissioner.

May supervise Temporary Employees and Student Interns.

• Associates degree required; equivalent combination of experience and education may be substituted.
• Some college level courses and experience in clerical work, bookkeeping and customer relations are preferred.
• A minimum of three to five (3-5) years of experience in a modern office environment performing responsible clerical tasks.
• Considerable knowledge of accounting principles, practices and procedures.
• Familiarity with legal descriptions of real estate property.
• Familiarity with legal terminology.
• Familiarity with drainage and land use issues.
• Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes. Proficient in accounting software, e.g. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.
• Writing, reading, mathematical principles; proficient computer skills—Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
• Ability to use discretion and maintain…