POSITION: Administrative Assistant/Accounting Coordinator
DEPARTMENT: Area Plan Commission
STARTING: September 2017
SALARY: $36,032.00 annually
Incumbent serves as Administrative Assistant/Accounting Coordinator for the Area Plan Commission (APC), involving providing bookkeeping responsibility to APC county-wide plan commission and transportation planning as the Metropolitan Planning Organization (MPO), maintaining department financial records, and materials for public hearings and meetings, and assisting the public.
Prepares for APC and various Committee meetings and public hearings, including organizing and distributing pre-meeting materials, compiling petitioners’ address lists, mailing notices, creating PDF documents, copying and preparing information packets for electronic and USPS mailing to appropriate members, petitioners and other interested individuals. Contacts members for meeting and completes attendance roster to ensure each meeting has a quorum, and posts agendas in compliance with Indiana Open Door Laws. Prepares agendas and minutes for APC By-Laws and Budget & Personnel Committees. Compiles training manuals for new and incoming Commissioners. Answers telephone and greets office visitors, responding to inquiries, providing information and assistance, taking messages, and/or directing to appropriate individual. Receives emails regarding general APC mailbox, determines need/question, and responds when appropriate, or forwards to appropriate personnel or department. Serves as department Webmaster, such as uploading/posting documents and voting results, creating HTML documents, linking and hyper-linking, and ensuring meeting notices, agendas and related documents are current, and providing training the public for navigating department website. Serves as the department liaison for E-911 and USPS Street names, including researching new street names and directing applications through fruition and maintains related database. Maintains inventory of office supplies and orders as needed. Prepares and processes claims/vouchers for expenses, including preparing forms, verifying account numbers, vendor numbers, fund numbers and dollar amounts, calculating/verifying costs, obtaining signatures and submitting to Auditor as required, and resolving discrepancies with vendors. Prepares purchase orders for Executive Director approval and signature. Maintains department General Fund account records, including entering encumbrances and disbursements. Monitors department non-payroll portion of budget and funds, including tracking and incorporating into department spreadsheet changes in the budget, such as additional appropriations, transfers, reductions in appropriations and yearly carry over from prior budgets. Logs claims/vouchers, payroll and expenses in spreadsheets and prepares monthly budget reports for Executive Director and APC Executive Committee. Assists Executive Director in yearly preparation of the Unified Planning Work Program (UPWP) and related Cost Allocation Plan in accordance with requirements of the Federal Highway Administration (FHWA) and Indiana Department of Transportation (INDOT). Maintains records for the local match for UPWP purchases and Small Urban and Rural Transportation Planning Grant (SURTP) for MPO work within Carroll County, including preparing quarterly reimbursement billings for staff work performed under UPWP and SURTP Grant, and maintaining records for billings, reimbursements and subsequent year preparation. Distributes and files library materials. Performs various clerical duties as assigned or as needed, such as typing and logging correspondence, filing documents, sorting/distributing incoming mail daily, entering data on computer, periodically updating by-laws, ordinances and amendments, processing finished ordinances from jurisdictions and reconciling correspondence with the daily reference log. Assists with maintaining Executive Director’s schedule of appointments and meetings. Performs related duties as assigned.
Associates Degree, or 2 or more years of college. Working knowledge of standard office policies and practices, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations. Working knowledge and experience in bookkeeping principles, cost allocation plan preparation, and ability to use spreadsheets and databases, and accurately maintain and reconcile fund account records and prepare related reports. Superior knowledge of standard English grammar, spelling and punctuation, and ability to compose and prepare correspondence. Working knowledge and experience with Microsoft Office; Word, Excel, Outlook and Access. Ability to provide public access to or maintain confidentiality of department information and records according to State requirements. Ability to effectively communicate orally and in writing with co-workers, other County and City departments, APC and various Committee members, area city/town councils, title companies, attorneys, Indiana Department of Transportation and Federal Highway Administration, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities. Ability to properly operate standard office equipment, including computer, printer, telephone, copier, scanner, and fax machine. Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form. Ability to work alone with minimum supervision and with others in a team environment. Ability to work rapidly and with accuracy for long periods on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions, often under time pressure. Ability to perform financial calculations, accurately receive monies and maintain related accurate records.
Ability to occasionally work extended hours and/or evening hours.
APPLY BY: August 16, 2017
Tippecanoe County Government is an Equal Opportunity Employer