Office Coordinator

Johnson-County-Iowa; Iowa City (IA); On-site; USD 47,000 - 57,000; Full time

Job summary

Johnson County, Iowa is seeking an experienced finance administrator to join the County Attorney’s Office. Under the direction of the County Attorney, you will manage administrative and budgetary activities, process invoices, and oversee accounting records.

The role requires an Associate’s degree in Accounting and four years of office or accounting experience, plus strong data entry, confidentiality, and customer service. Valid Iowa driver’s license may be required.

Qualifications

• Associate’s degree in Accounting with four years of related experience
• Experience in general office or accounting tasks
• Valid Iowa driver’s license

Responsibilities

• Prepare correspondence, reports, and documents for the County Attorney.
• Process accounts payable and receivable; manage expenses and deposits.
• Provide fiscal administration with budget preparation and oversight.
• Respond to audit inquiries and provide year-end finance information.
• Monitor budget expenditures and assist annual budgeting.
• Maintain confidential files and assist with payroll production.

Skills

Budgeting

Bookkeeping

Data entry

Payroll

Financial reporting

Customer service

Education

Associate’s degree in Accounting

Tools

Excel

Accounts payable software

Accounts receivable software

Job description

Address:500 S Clinton St, Iowa City, Iowa, 55240Salary Range (Min-Mid)$34.20 - $41.05Dept./Office/Position TypeAttorney - ProfessionalEmployee TypeRegularJob DescriptionUnder 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 practicesFiscal and resource managementDocument management and recordkeeping systemsCurrent office procedures, practices and filing systemsFinancial contracts and budget systemsBookkeeping including basic practices regarding accounts payable/receivable and payrollMathematical computations and reporting methodsEnglish language to include grammar, spelling, sentence structure, vocabulary and proofreading skillsAbility to:Collect data, keep accurate records, and prepare specialized reportsManage fiscal programs, including preparing and administering multiple budgetsMake bookkeeping entries and complete business formsRepresent Johnson County and perform duties in a professional, responsible and trustworthy mannerOperate common office equipment such as, calculators, fax and postage machines, photocopiers, multi-line telephones, and scannersType accurately and use a computer for the purposes of data entry, spreadsheets, word processing, email and researchInterpret, apply, and articulate departmental policies and proceduresMaintain confidentiality and security of information as appropriateProvide customer service that is courteous and responsiveEstablish and maintain effective working relationships with co-workers, supervisors, other departments, agencies, and members of the publicMake decisions requiring interpretation and judgmentWork independently on projects and routine tasksOrganize and prioritize multiple tasks and competing prioritiesBe detail-oriented when working with documents and informationPerform administrative tasks with a high degree of speed and accuracyHandle low to moderate levels of stress, meet deadlines and solve problems appropriate to the positionFollow verbal and written instructionsOrganize and present facts, ideas, and opinions clearly and concisely, orallyHave clarity of speech and hearing which permits effective communicationHave sufficient vision which permits moderate to heavy production and review of a wide variety of materials both in electronic and hardcopy formsHave sufficient manual dexterity to make handwritten notations and which permits moderate to heavy use of a keyboard and mouseLift, push, pull and/or carry up to 35 pounds as neededStand, sit, squat, kneel, bend, crouch, twist, reach, and use a step stool as neededHave sufficient personal mobility to complete work at various county facilitiesWork flexible schedule and additional time as neededMINIMUM 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 accommodationThe 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 DescriptionResume and cover letter must be attached to online applicationCompensation Grade09