Office Coordinator

Address:

Salary Range (Min-Mid)

Dept./Office/Position Type

Employee Type

Job Description

Under direction from the County Attorney, coordinates and manages business activities for the County Attorney’s Office. Manages administrative and budgetary responsibilities for the Office.

Knowledge of:

• Current office procedures and practices

• Fiscal and resource management

• Document management and recordkeeping systems

• Current office procedures, practices and filing systems

• Financial contracts and budget systems

• Bookkeeping including basic practices regarding accounts payable/receivable and payroll

• Mathematical computations and reporting methods

• English language to include grammar, spelling, sentence structure, vocabulary and proofreading skills

Ability to:

• Collect data, keep accurate records, and prepare specialized reports

• Manage fiscal programs, including preparing and administering multiple budgets

• Make bookkeeping entries and complete business forms

• Represent Johnson County and perform duties in a professional, responsible and trustworthy manner

• Operate common office equipment such as, calculators, fax and postage machines, photocopiers, multi-line telephones, and scanners

• Type accurately and use a computer for the purposes of data entry, spreadsheets, word processing, email and research

• Interpret, apply, and articulate departmental policies and procedures

• Maintain confidentiality and security of information as appropriate

• Provide customer service that is courteous and responsive

• Establish and maintain effective working relationships with co-workers, supervisors, other departments, agencies, and members of the public

• Make decisions requiring interpretation and judgment

• Work independently on projects and routine tasks

• Organize and prioritize multiple tasks and competing priorities

• Be detail-oriented when working with documents and information

• Perform administrative tasks with a high degree of speed and accuracy

• Handle low to moderate levels of stress, meet deadlines and solve problems appropriate to the position

• Follow verbal and written instructions

• Organize and present facts, ideas, and opinions clearly and concisely, orally

• Have clarity of speech and hearing which permits effective communication

• Have sufficient vision which permits moderate to heavy production and review of a wide variety of materials both in electronic and hardcopy forms

• Have sufficient manual dexterity to make handwritten notations and which permits moderate to heavy use of a keyboard and mouse

• Lift, push, pull and/or carry up to 35 pounds as needed

• Stand, sit, squat, kneel, bend, crouch, twist, reach, and use a step stool as needed

• Have sufficient personal mobility to complete work at various county facilities

• Work flexible schedule and additional time as needed

MINIMUM EDUCATION, TRAINING AND EXPERIENCE:

Associate’s degree in Accounting or equivalent and four (4) years of general office or accounting experience; OR any equivalent combination of education and experience which provides the required knowledge, skills and abilities.

Special requirements: Valid Iowa driver’s license and insurable under county liability coverage. May also require use of personal vehicle for official business.

SPECIFIC DUTIES: to be performed satisfactorily with or without reasonable accommodation

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Prepares correspondence, reports, and other documents as directed by the County Attorney. Provides administrative support to the management staff.

• Processes accounts payables and accounts receivables; records expenses and deposits; organizes and maintains records.

• Provides fiscal administration for the office with budget preparation and oversight.

• Responds to audit inquiries and provides year-end county finance information as requested.

• Assures maintenance of office equipment and initiates purchases of office supplies.

• Responsible for processing timesheets and payroll production, and recaps paid leaves of absence records.

• Assists in organizing and maintaining confidential medical and personnel files.

• Monitors weekly and monthly budget expenditures; assists in preparation and analysis of annual budgets and projected spending.

• Processes service fee payments for electronic filing with Courts Online.

• Assists in file and record maintenance in hard copy or electronic format; assists with preparing and indexing of historical files and maintains inventory of files for document imaging.

• Assists with answering telephones; responds to questions from callers and walk-ins seeking assistance or information.

• Prepares reimbursement claims; creates reports for filling with local, state, federal grants, and equity sharing programs.

• Provides guidance and clarification in accounts payable and grant expenditure reports.

• Maintains inventory of departmental assets and assists with year-end financial reporting.

• Maintains service and maintenance/registration information for office vehicles.

• Monitor and file continuing education/licensing requirements for attorneys.

• Provides fiscal administration for the office with budget preparation and oversight.

• Responds to audit inquiries and provides year-end county finance information as requested.

• Acts as fiscal officer for grants and projects for the office.

• Performs general administrative duties such as photocopying, filing, faxing, typing, and deliveries.

• Assists with submission of work orders to IT and Physical Plant as needed.

• Provides back-up for the Managing Secretary by preparing legal correspondence, reports and court documents when needed, as directed by the County Attorney; also assists as needed in overseeing administrative staff providing departmental support.

• Provides backup for department administrative support.

• Attends work-related meetings, trainings, and conferences as requested.

• Performs all work duties and activities in accordance with County policies, procedures, and safety practices.

• Attends work regularly at the designated place and time.

Supplemental Description

Resume and cover letter must be attached to online application

Compensation Grade