Job Descriptions

The statements contained in the job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

To view job postings for open vacancies, please refer to the following link: Job Openings at St. Clair County.

Title: Office Specialist
Department: Library Updated: 12/2017
Division: Business Office FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available
POSITION SUMMARY:

Responsible for oversight of the daily operations of the Business Office.  Prepares and maintains various administrative financial reports to the Director.  Assists the Library Director in the annual preparation and implementation of the budget. Records and transcribes minutes for the Library Board of Trustees meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Invest Millage cash fund balances to accrued interest.

·         Process daily revenue including making daily deposits system-wide throughout week.

·         Prepares transmittal advice form and submits along with the proper documentation to the Treasurers department.

·         Reconciles funds with County Treasurer.

·         Oversee system-wide branch funds and petty cash.

·         Assist the Library Director regarding the final preparation of the Library’s annual budget.

·         Oversee payables including any changes in payables, payroll and notifies the appropriate staff. 

·         Responsible for all necessary documentation for MSDS and The Right To Know, including all training and notifications of any changes to staff system-wide.

·         Oversee ordering task.

·         Places supply orders; balances copy funds and maintain equipment and machines if necessary.

·         Reconciles discrepancies regarding accounts payable if necessary.

·         Maintains files and records, including statistical reports as requested by management and distribute necessary information to appropriate individuals.

·         Compile data for the annual State Report and finalize and submit.

·         Maintains petty cash and over sees reimbursements.

·         Prepares and provides monthly financial reports and invoice list to Library Director and Library board and other pertinent information as requested.

·         Makes accommodations for Library Board meetings and attends.

·         Prepares Board agendas and compiles board reports and mails.

·         Records and transcribes minutes of Library Board meetings, and finalizes the final copy.

·         Assist auditors annually as needed.

·         Balance and reconciles financial reports by preparing journal entries.

·         Other duties as assigned.

SUPERVISION RECEIVED:

Receives supervision from the Innovation Technology and Collections Coordinator.

SUPERVISORY RESPONSIBILITIES:

Oversight is exercised over Clerk I and Business Office Clerk.  Library Pages as required.

EXPERIENCE, SKILLS, EDUCATION:

·         High School graduate or equivalent with seven years of related experience.

OR

·         Associate’s degree with three years of related experience.

OR

·         Bachelor’s degree with one year of related experience.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. 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.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:
  • 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 sensitive and confidential information.     
  • Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
  • Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             
  • Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
  • Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.

 

CONDITIONS OF EMPLOYMENT:
  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

·         Must obtain a Level III Certification through the Library of Michigan within the first year of employment.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 35 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

 


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.

 



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Contact Information

Human Resources
200 Grand River Avenue, Ste. 206
Port Huron, MI 48060

Phone: (810) 989-6910
Fax: (810) 985-3493
Email: Human Resources