Administrative Assistant - Auditor's Office

Summary

The purpose of this position is to provide administrative functions and to coordinate/manage administrative operations within the Auditor’s department Duties involves activities associated with high\-level administrative office support functions requiring analysis and judgement for the development, implementation, improvement, and coordination of administrative office operations of the department or work unit. Tasks involve the application of knowledge regarding County rules, regulations, policies, and procedures in carrying out complex administrative office support duties; making and communicating decisions to customers, and providing data entry and assists with various activities in support of payroll operations, and all aspects of timely and accurate processing of the County Payroll. Duties include maintaining payroll related personnel information into Infinite Visions payroll system: compiles and records employee time and payroll data, i.e., compute employees’ time worked, production, post wages and deductions, prepare paychecks, validate HRIS records with respect to payroll information and process payment to the various payroll vendors. Work is normally performed under general supervision. Work may involve specialization or knowledge in a specific subject matter.

Principle Duties and Responsibilities

• Greet and direct customers and general public to appropriate staff members or locations; answer, screen, and route phone calls;
• Provide accurate accounting and reporting of payroll transactions to employees; provides payroll information by answering questions and requests;
• Monitor the entire payroll system on a regular basis to maintain accuracy; determine and document updates needed to correct any problems;
• Serve contact for payroll issues; provide requested information to supervisors, manager, employees, regarding benefits and payroll; prepare correspondence, reports, forms, contracts, and spreadsheets:
• Compile and record employee time and payroll data; validate and reconcile all accrued time and or hours and enter data into the system; (timecard review, grid entry, adding new hires, terminating employees, calculate adjusted wages, benefit entries);
• Technical lead for the payroll systems in Infinite Visions.
• Maintains filing system on all payroll;
• Prepare County Commissioner and County Park Board meeting agendas and packets. Attend Planning and Zoning meetings and record proceedings: prepare and distribute minutes;
• Attend County Commission and Park Board meeting and prepare minutes in Auditor’s absence;
• Maintain the Auditor’s website, also maintain the Auditor’s and Human Resources credit card and County fleet gas card;
• Provide input to the design of an information database to gather and maintain information; modify and update information database; retrieve data to generate reports from the database;
• Operate standard office equipment such as computers, printers, copy and fax machines, calculators, postage meters, and imaging equipment;
• Transfer document, plats, and researching ownership;
• County Foreclosure: Send letters of delinquent taxes; foreclosure notice sent to property owner, occupants of the property, and other individuals entitled to possession of/or interest of property before June 01;
• Prepare notice of delinquent property to be published in County Newspaper by August 01; prepare list of properties and term of annual sale for the annual tax sale;
• Assist with primary and general election; absentee ballots, reporting, assisting poll workers, setting up and maintaining election equipment;
• Game \& Fish: Process fishing and hunting licenses;
• Provides administrative assistance to Auditor; generate, edit, and compose correspondence, forms, meeting agenda items, and other documents; assists in the complex preparation and development of audit work papers and final reports;
• Working knowledge of the technical aspects of the office, such as, legal jargon, forms, filing systems, bookkeeping entries, land descriptions, file systems, and time restraints for filing legal documents;
• Assist with election process, i.e., absentee ballots, reporting, assist poll workers, help prepare material and equipment;
• Determine procedures for processing forms, documents, and other materials regarding various office functions.
• Compose general office correspondence requiring application of thorough subject matter knowledge. Type or key, proof, and edit correspondence, reports, and other documents requiring use of advanced software features with some integration of charts, graphics, tables, etc., from other software programs.

Demands and Environment

• This is a largely sedentary role due to the nature of the position. Must occasionally lift and/or move up to 20 pounds, equipment and materials are regularly pulled, organized and moved from one location to another.
• Work is performed primarily in an office setting. The noise level in the work environment is usually moderate.
• Perform repetitive activities (calculating, keyboarding, and writing).
• While performing the duties of this job, the employee is frequently required to walk, sit and talk or hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to stoop, kneel, or crouch.
• This position will regularly utilize standard office equipment such as computers, phones, photocopiers, scanners, filing systems and fax machines. At times, this may require the ability to lift files, open filing cabinets and bend or stand as necessary.
• The employee is occasionally required to work under time pressures, such as frequent "rush" jobs, urgent deadlines, etc. Work under distractions such as telephone calls and other disturbances. Encounter unpleasant social situations.
• Physical workspace will be provided within the County Courthouse within the Auditor’s Office.
• At times, this position will be required to work overtime to support the ongoing initiatives of the County Auditor’s Office.
• This position is benefit eligible at a rate of 100% (based on an average of 40 hours per each 40 hour work week).

Education, Certification and/or License

Requires a high school diploma or GED, and two years of office support or clerical experience, should be able to work efficiently without supervision and have strong task management abilities; OR combination of vocational education, training or experience that provides equivalent knowledge, skills and abilities relevant to the position. Proficiency in keyboarding, personal computer, basic computer skills – Outlook, Word, \& Excel, grammar, and/or spelling skills is required.

Knowledge, Skills and Experience

• Contributes to team effort by accomplishing related results as needed;
• Skills in oral and written communication, skills as applied to interaction with coworkers, supervisor, the general public, etc., sufficient to exchange or convey information and receive work direction;
• Knowledge of common software programs; basic accounting principles;
• Knowledge of principles and processes for providing effective customer services; communication and dissemination techniques and methods;
• Communicate verbally or in writing with the public regarding processes and procedures that require application of thorough subject knowledge;
• Sound professional judgment, dependability, initiative and resourcefulness; high level of tact, courtesy and integrity;
• Ability to establish and maintain effective working relationships with employees, personnel in the department, local government representatives, officials, agencies, and the public.
• Effective communication and interpersonal skills to interact with co\-workers, supervisors, general public, etc. skills must be sufficient to exchange or convey information and to provide and/or receive work direction; proficient in communicating effectively in oral and written form;
• Strong task management abilities; ability to plan, organize, and/or prioritize daily assignments and work activities;
• Knowledge of the policies, procedures, and activities of the Auditor’s Office as they pertain to the performance of duties relating to the position of Administrative Assistant;
• Knowledge of the terminology used within the department;
• Knowledge of general correspondence forms, expenditure transaction reports, other forms and reports, office practices and procedures, departmental policies and procedures, and procedures and methods as required in the performance of duties;
• Working knowledge in compiling, organizing, preparing, and maintaining an assortment of records, reports, and information in an effective manner and according to departmental and/or governmental regulations.
• Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
• Ability to comprehend and apply the regulations and procedures of the department.
• Ability to draft, edit, proofread internal and external correspondence, perform data entry, file department data and ensures files are organized;
• Proficient in Microsoft Office with an emphasis on Excel and Outlook, knowledge of common office equipment, i.e., computer, fax, copier and phone.

Supervision

Received: This position will be directly supervised by the County Auditor.

Exercised: This position will not directly supervise.

The Morton County Auditor's Office is an Equal Opportunity Employer.

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