Part-time Clerical-Bookkeeping Staff

Job description

Location: 400 Lafayette Road - Noblesville, Indiana, 46060 Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County. Job Description: POSITION: Clerical/Bookkeeping Staff DEPARTMENT: Parks WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F (Schedule may vary Max. 29 hrs per week) STATUS: Part-time FLSA STATUS: Non-exempt HOURLY RATE: Up to $17.00 per hour depending upon qualifications To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform the essential functions of the job, unless the accommodation would cause an undue hardship. Incumbent serves as Part-Time Clerical Assistant for Hamilton County Parks & Recreation, responsible for performing various clerical functions, and assisting department personnel. DUTIES : Receives and processes various receipts, such as participant fees, event and rental monies. Including calculating, collecting, providing receipts, posting in ledger and computer, and preparing/depositing in bank daily. Will collect mail and disperse and process daily. Will take outgoing mail to the post office daily. Performs various clerical duties as assigned or as needed, such as preparing correspondence and other documents. Assists department personnel as requested. Periodically assists Office Manager/Bookkeeper by preparing and processing department payroll, including reviewing time cards, posting hours worked, calculating and posting leave on attendance record and on computer, and preparing and submitting voucher to Auditor. As well as periodically processing department vouchers, including verifying invoice items and documentation, obtaining vender numbers, determining account numbers, submitting to Auditor, and entering in manual ledger and computer. Responsible for Material Safety Data Sheets for new materials purchased, contacting merchants and emendation the park facilities Safety Data Sheets logs and online program monthly. Responsible for answering departmental phone, welcoming visitors to the administration office, etc. Check voice mails and e-mails, handle in appropriate order. Open all payments received, process and record them in the appropriate places. Open all invoices and check through them for any errors, late fees and taxes. All invoices must have written on them where and what the supplies purchased/work completed was for. ie: Signs @ Cool Creek Park, Wiper Blades for Vehicle #9. All invoices that are for fixing/repairing things must be e-mailed to Maintenance Clerical Personnel. These invoices will then be put into Eden software for processing monthly to the Hamilton County Auditor after the park board meeting. These claims will need to be balanced and checked thoroughly before being submitted to the county. While going through the invoices, you will need to get the MSDS on chemicals bought and used by our department. You will be trained on this procedure. This position also handles the Shelter Rentals that come in, the Osprey Pointe Rentals, Field Rentals and Community Garden Plot Rentals. Need to notify security of monthly Osprey Rentals, two months at a time and updates e-mailed as needed. The money taken in needs to be taken to the bank in a daily deposit. We also work the Cool Creek Summer Concert Series at 6pm Friday nights and any other events that is “All hands-on deck”. Some shift changes do occur, occasionally. The phones are a priority, they are the first contact with the department and our help/attitude makes a big impression on our entire team. Be courteous and helpful. If they don’t actually need the parks department, help them find what they are needing and give them address, names, numbers and transfer them if possible. Customer Service! After all invoices, MSDS, payments are completed assist Director or Deputy Director with any tasks, projects or related work. Performs related duties as assigned. I. JOB REQUIREMENTS AND DIFFICULTY OF WORK : Working knowledge of department policies and procedures and ability to apply such knowledge to a variety of interrelated tasks. Working knowledge of basic bookkeeping procedures, and ability to make relevant arithmetic calculations in processing receipts, expenditures, and maintaining/reconciling related records in manual ledgers and computer spreadsheets. Ability to type with speed and accuracy, and properly operate a variety of standard office equipment, including computer, printers, telephone, fax machine, switchboard, calculator, paper shredder, laminator, and copier. Ability to provide public access to or maintain confidentiality of department information/records according to state requirements. Ability to understand and follow oral and written instructions, and appropriately respond to constructive criticism. Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers. Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions. Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, program participants, Department of Corrections, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities. Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons. Ability to occasionally work extended hours. As a result of the duties associated with this job, there is the potential of becoming exposed to blood borne pathogens and other potentially infectious diseases. To safeguard employees and eliminate the liability placed on Hamilton County, employees working in this position shall begin the three shot Hepatitis B vaccination and subsequent training within 10 days of their initial job assignment per OSHA 29 CFR 1910.1030(f)(2)(i). The initial and two subsequent vaccinations shall be administered by the Hamilton County Health Department and free of charge to the employee. If the employee has previously received the three shot Hepatitis B vaccination, official documentation must be provided to the supervisor identifying the dates in which each shot was appropriately administered. A Temporary Medical Declination may be made for a period of up to six months. A Declination form must be completed, outlining the medical reasons for the temporary declination and forwarded to the Safety & Risk Manager. Employees temporarily declining the vaccine are prohibited from performing any duties in which they may be exposed to a blood borne pathogen or other potentially infectious disease until they are able to begin/continue the series of vaccinations. Failure to comply will result in termination of employment. II. RESPONSIBILITY : Incumbent performs standard, recurring duties according to department policies and procedures. Incumbent receives indirect or occasional supervision, with priorities determined primarily by supervisor. Errors in incumbent's work are usually prevented and detected through standard bookkeeping checks and supervisory review. Undetected errors may result in loss of time for correction and/or loss of money to department. III. PERSONAL WORK RELATIONSHIPS : Incumbent maintains frequent contact with co-workers, other County departments, program participants, vendors, and the public for purposes of exchanging information, and explaining policies and procedures. Reports directly to Director of Administration. IV. PHYSICAL EFFORT AND WORK ENVIRONMENT : Incumbent performs duties in a standard office environment, involving sitting for long periods, hearing communication, speaking clearly, keyboarding, pushing/pulling/lifting/carrying objects weighing less than 25 pounds, close vision, and occasional exposure to potentially hostile/violent persons. Incumbent occasionally works extended hours. APPLICANT/EMPLOYEE ACKNOWLEDGMENT The job description for the position of Part-Time Clerical Assistant for the Hamilton County Parks & Recreation describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions. Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.