Administrative Specialist IV - Auditor

Close Date Full-Time/Part-Time Full-Time Exempt/Non-Exempt Non-Exempt Description To Apply: Please complete the online application found at www.jeffcomo.org Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full. JOB SUMMARY The position involves performing complex and moderate to difficult clerical, record processing, bookkeeping and accounting, secretarial and general office support functions involving a variety of tasks. Work involves a variety of responsible legal, confidential and administrative duties and general office support functions associated with the department to which the position is assigned. Work requires discretion and independence of action and is controlled by established work methods and procedures. ESSENTIAL JOB FUNCTIONS For All Departments Performs complex and moderate to difficult clerical work including but not limited to record processing, bookkeeping and accounting, secretarial and general office support functions involving a variety of tasks. Provides internal and external customer service via phone, email and in person; responds to inquiries, takes messages, and refers inquiries to the most appropriate parties when appropriate. Exercises confidentiality in the performance of the job duties, including knowledge of organization recommendations, legal documents, contracts and any other sensitive information; assures security and confidentiality of such information and documentation. Keeps appointment calendars and schedules appointments for management and staff and the general public seeking services. Maintains and orders office supplies, as assigned and when needed. Uses computers and word processing software to process letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork. Receives, opens, logs, sorts, time-stamps and distributes mail; prepares materials for mailing. Assists in sending out billings and other mass mailings. Performs basic research and compiles documents needed for various reports and management-level documents. Prepares and completes forms and composes letters. Sets up and maintains specialized paper and electronic office files. May accept payments for fees, fines, goods or services as required by the department, balance cash drawers or registers and prepare required cash reports. Files letters, reports and related technical information in the prescribed manner. May train new employees. Provides back-up for other employees or departments, as needed and assigned. For Auditor Provides support the County's Accounts Payable, Grant funding and other similar financial processes. Ensures successful day-to-day office services such as opening and distributing mail, maintaining office supplies, and processing department invoices. Performs duties for various accounting functions of the county such as the following: compiles and organizes financial transaction data for various monthly, quarterly, and annual reports in accordance with established criteria Reconciles subsidiary ledger activity reports and reviews monthly Circuit Court Clerk claim for state reimbursement and quarterly Assessment claim for state reimbursement. Reconciles monthly credit card transactions for all County departments, ensuring accuracy and complete documentation for transactions. Reviews and approves monthly reconciliation reports. Performs data entry and scanning for journal entries and budget adjustments. Assists Accounts Payable Coordinator with accounts payable and purchase order duties as directed. Conducts training and on-going user support for internal users of accounting software and assists in updating training materials; conducts vendor payment research as needed for special projects. Approves requests for new vendors and creates new vendor records, scans appropriate documentation for the vendor file. Maintains vendor files by updating database with current W-9 forms and applicable data and ensures County is compliant with IRS 1099 regulations. Annually prepares County 1099 forms in compliance with state and federal regulations; distributes forms per regulations and maintains office files as appropriate. Compiles and formats various electronic files to publish the annual Budget Book; facilitates final printing and distribution of document. Greets the public and other County staff in person and on the telephone; directs visitors and callers appropriately; opens and distributes mail and prepares payment requisitions for department; maintains office supply inventory. Performs work at assigned location during specified business hours. Performs related additional duties as required and assigned. Position Administrative Specialist IV - Auditor Position Requirements QUALIFICATIONS Education and Experience: High School Diploma or equivalent. Five (5) years of related experience. Or equivalent combination of education and experience. Licenses or Certifications: May require a valid State Driver's License Special Requirements: Some situations may require early morning or late evening hours. Knowledge, Skills and Abilities: Knowledge of general office procedures. Knowledge of department functions, resources and general practices. Knowledge of grammar, spelling and alphanumeric sequencing. Knowledge of business English, spelling and ability to make arithmetic computations. Knowledge and application of bookkeeping principles and practices. Skills in typing, data processing and file maintenance. Ability to expedite a voluminous flow of detailed work and make arithmetical calculations with speed and accuracy. Ability to create and maintain files and records. Ability to work independently with minimal supervision. Ability to follow both oral and written directions. Ability to operate commonly used manual and automated office equipment. Ability to use and trouble shoot various computer and standard office equipment. Ability to interact with and communicate with general public in a friendly productive manner. Ability to maintain moderately complex clerical records and to prepare reports from such records and to check for accuracy. Ability to make routine decisions in accordance with procedures, laws and regulations and to apply these to work problems. Ability to use coding and filing systems. Ability to apply interpersonal skills with other employees and the public. Knowledge of Microsoft computer programs. PHYSICAL DEMANDS The work is light and requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The work also requires mental and visual acuity, speaking, balancing, climbing, crawling, crouching, feeling; picking, pinching, typing, or otherwise working primarily with fingers rather than with the whole hand; grasping; picking, holding or otherwise working with the whole hand; hearing, kneeling, pulling, pushing, reaching, repetitive motion, standing, stooping, talking, and walking. WORK ENVIRONMENT The work is performed indoors in an office environment with low to moderate noise level. This position involves interaction with other employees and the general public. To Apply: Please complete the online application found at www.jeffcomo.org Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full. Shift -not applicable- Normal Entry Salary $17.74 per hour Salary Range EOE Statement Jefferson County Government is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, physical or mental disability, genetic information, protected veteran or uniformed servicemember status or any other characteristic protected by local, state or federal law.