Title: Office Coordinator
Department: Drain Commission Updated: 01/2018
Division: Drain Commission FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available
POSITION SUMMARY:

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         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 & mailings.

·         Proofread and edit correspondence.

·         Process incoming and outgoing mail.

·         Keep records of development reviews.

·         Maintain office filing system.

·         Researches 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

SUPERVISORY RESPONSIBILITIES:

May supervise Temporary Employees and Student Interns.

EXPERIENCE, SKILLS, EDUCATION:

·         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, 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 be able to obtain a license as a notary public.
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 25 pounds.

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

·         Stand and walk, climb stairs.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m.

·         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.