Administrative Assistant/Solid Waste and Airport Authority

hamiltoncountyindiana; Noblesville (IN); On-site; USD 39,000 - 47,000; Full time

Job summary

Hamilton County is seeking an Administrative Assistant/Solid Waste and Airport Authority for the Auditor's Office. The role supports records management, budgets, and clerical tasks for Solid Waste District and Airport Authority, with travel and meetings as needed.

You will handle accounts payable/receivable, prepare reports, maintain assets, and assist in annual budgeting and state reporting. The position offers full-time hours, daytime schedule, and notary certification is considered a plus.

Qualifications

• Associate’s degree or equivalent; minimum 1 year bookkeeping or accounting and computer experience.
• Possession of or ability to obtain and maintain a State of Indiana Notary Public license.
• Working knowledge of grants writing and grant monitoring procedures and ability to manage budgets.
• Working knowledge of standard office policies and procedures with computer skills, including word processing, spreadsheet, email, internet, and department-specific software systems.
• Ability to communicate clearly in writing and orally with co-workers and the public, including professional ethics and respect for diversity.

Responsibilities

• Answers telephone and greets office visitors, providing information, taking messages, or directing to appropriate department or individual.
• Maintains records, budgets and fund accounts, and prepares financial reports and year-end reports.
• Reconciles fund accounts and manages two budgets, reviews reports, and balances bank records; submits banking reconciliations to State portals.
• Attends and records minutes of meetings and prepares agendas and related documents.
• Assists with annual budget preparation and data entry for state financial reporting.

Skills

Bookkeeping

Accounting

Notary Public

Budgeting

Grants knowledge

Office software

Communication skills

Typing speed

Education

Associate degree or equivalent

Tools

Accounting software

Spreadsheet software

Email/Internet

Job description

Location: 33 N 9th Street - 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 DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION: Administrative Assistant/Solid Waste and Airport Authority

DEPARTMENT: Auditor

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS: Full-time

FLSA STATUS: Non-exempt

HOURLY RATE: $29.8408 per hour

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities, who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as the Administrative Assistant/Solid Waste and Airport Authority for the Hamilton County Auditor’s Office responsible for maintaining records and permanent retention, managing budgets and fund accounts, and performing clerical functions.

DUTIES

• Answers telephone and greets office visitors, providing information, taking messages, or directing and transferring to appropriate department or individual. Provides notary services for the public as needed.
• Provides clerical support for Hamilton County Solid Waste Management District and Hamilton County Airport Authority, including preparing and distributing agendas, legal notices, preparing financials and state required year end reports, compiling and copying meeting materials, attending meetings, recording, transcribing and distributing minutes, maintaining related document and computer files, scanning permanent records and maintaining database of Board membership and appointments to sub-committees.
• Performs various functions in maintaining fund accounts for Hamilton County Solid Waste Management District, Indianapolis Executive Airport, and Sheridan Airport such as monitoring bank accounts, printing and mailing checks, contacting bank to stop payment on checks, voiding and rewriting checks, processing/entering corrections of funds, and maintaining accurate financial records.
• Reconciles various fund accounts and managing two (2) budgets, including reviewing reports, resolving discrepancies, posting adjustments, and balancing bank records. Prints and distributes various reports such as expenditure guidelines, revenue guidelines account activities, and cash balance. Submits banking reconciliation reports for Solid Waste Management District, Indianapolis Executive Airport, and Sheridan Airport to State Transparency Portal (Gateway).
• Assists with preparing and printing annual reports for Solid Waste Management District, Airport Authority, State Board of Accounts, and auditors, and entering information into the State Transparency Portal.
• Maintains fixed asset records for Hamilton County Solid Waste District and Airport Authority in conjunction with department head and Auditor Fixed Asset Deputy.
• Assists in preparing annual budget for presentations to County Council, including reviewing and verifying accuracy of forms.
• Processes Hamilton County Solid Waste Management District and Airport Authority accounts receivable, including entering quietus information into financial software and banking ledgers, and balancing accounts. Collects hangar rent from approximately 40 Sheridan Airport tenants and monitors accounts for non-payment. Communicates with tenants regarding rent payments as needed.
• Monitors Hamilton County Solid Waste Management District and Airport Authority grants, including tracking grant appropriations, monitoring cash draws for proper amount and timing, verifying use of funds in accordance with prescribed laws and grant agreements. Confers with department head and Grant Administrator as needed.
• Attends and records, transcribes, and distributes minutes of various meetings and hearings as assigned such as Board of Commissioners, Redevelopment Authority, and Redevelopment Commission.
• Assists Executive Assistant in performing a variety of clerical functions such as sorting and distributing incoming mail to other County departments, certifying records/remonstrances, filing/distributing tort claims and liability trust claims, and scheduling equipment maintenance/repair as needed. Performs duties of the Executive Assistant in their absence.
• Maintains organized document files such as bids, contracts, ordinances, resolutions, bonds, and letters of credit, and maintains various databases such as change of venue cases and payments, bonds, and letters of credit.
• Attends job-related seminars and meetings and assist other department personnel in registering for training and seminars, including making travel arrangements.
• Assists with compiling data annually for Annual Financial Report.
• Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK

• Associate’s degree or equivalent combination of education and experience preferred. Minimum of one (1) year of bookkeeping or accounting and computer experience, or equivalent combination of education and experience.
• Possession of or ability to obtain and maintain a State of Indiana Notary Public license.
• Working knowledge of grants writing and grant monitoring procedures and ability to manage budgets.
• Working knowledge of standard office policies and procedures with computer skills, including word processing, spreadsheet, email, internet, and Department-specific software systems, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
• Working knowledge of standard English grammar, spelling, and punctuation, and ability to prepare correspondence, documents, and reports.
• Working knowledge of standard filing systems and ability to create and maintain accurate and organized files and records.
• Ability to take dictation, type with speed and accuracy, and properly operate standard office equipment, including computer, printer, transcriber/Dictaphone, telephone, calculator, postage meter, and copier.
• Ability to effectively communicate orally and in writing with co-workers, other County departments, County Attorney, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
• Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions, work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers.
• Ability to understand, memorize, retain, and carry out written and oral instructions, present findings in oral or written form, and appropriately respond to constructive criticism.
• Ability to competently serve the public with diplomacy and respect, including during occasional encounters with irate/hostile persons.
• Shall comply with all employer and Department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
• Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.
• Ability to occasionally work extended and/or evening hours and occasionally travel out of town for seminars and meetings sometimes overnight.

RESPONSIBILITY

Incumbent’s duties are broad in scope and with many variables and considerations. Incumbent receives indirect or occasional supervision, with work periodically reviewed for technical accuracy. Errors in incumbent's work are usually prevented through proofreading and standard bookkeeping checks and are detected through notification from other departments or the public. Undetected errors may result in loss of time for correction and/or loss of money to the County and/or possible litigation.

PERSONAL WORK RELATIONSHIPS

Incumbent maintains frequent contact with co-workers, other County departments, County Attorney, and the public for the purpose of exchanging information and rendering service.

Incumbent reports directly to the Auditor and/or the Auditor’s Chief Deputy.

PHYSICAL EFFORT AND WORK ENVIRONMENT

Incumbent performs duties in a standard office environment, involving sitting for long periods, sitting/walking at will, close vision, hearing communication, keyboarding, bending, reaching, handling/grasping/fingering objects, speaking clearly, keyboarding, crouching/kneeling, and lifting/carrying objects weighing under 25 pounds.

Incumbent is occasionally required to work extended and/or evening hours and occasionally travel out of town for seminars and meetings sometimes overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Administrative Assistant/Solid Waste and Airport Authority for the Hamilton County Auditor’s Office 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.