Position Title: Account Clerk II

Department: Engineer’s Office    

Civil Service Status: Un-Classified       

FLSA Classification: Non-Exempt

Probationary Period: (1) One Year        

General Purpose for Job: Perform general clerical duties in support of the Engineer and Chief Deputy Engineer; process payroll, accounts receivable and accounts payable

Reporting Structure for Account Clerk II

Department Director or Administrator: Allen County Engineer                  

DUTIES (The duties listed below are illustrative of the work performed by this classification. All duties are essential functions of the job unless otherwise noted. The percentage of time allocated to each group of duties is approximate.)

50% Perform accounting-related processing tasks for payroll and accounts payable function

Payroll

• Review time cards for completeness, accuracy and compliance with the Auditor’s guidelines for reporting time worked and benefit time used for time away during regularly scheduled hours
• Calculate total hours worked and benefit time used for each employee and enter the information into a computer program
• Prepare payroll forms/request, including changes to employees’ rates of pay and submit to Auditor’s Office
• Activate/deactivate new/former employees from the payroll system
• Answer employees’ payroll-related questions or refer to appropriate employee of the Auditor’s Office
• Accounts Payable
• Review all invoices for completeness, accuracy and compliance with the Auditor’s guidelines for payment
• Request from the Auditor’s Office and assign a purchase order number for invoices to be paid
• Compile invoices and purchase orders; record into a computer program and submit to Auditor’s Office for payment

Accounts Receivable

• Gathers data, totaling cost of work performed and materials used to compile invoices
• Maintain electronic and hard copy accounts receivable files
• Record payments received and submit funds to County Treasurer

25%   Administrative Support

• Coordinate miscellaneous human resources support functions
• Represent the Engineer’s Office on the county Health Insurance Committee; process benefit enrollment and termination paperwork; remain informed about benefits and respond to employees’ questions regarding benefits
• Coordinate random drug testing for appropriate staff of the Engineer’s Office in accordance with Department of Transportation guidelines; developing testing schedule, notifying selected employees and maintaining files related to the testing program
• Function as a contact person for injured employees; providing employees with appropriate forms, submitting forms to the Commissioners’ Office for processing and maintaining files
• Prepare memos, letters, spreadsheets, reports and other documents using word processing, spreadsheet, database and/or presentation software
• Prepare responses to correspondence containing routine inquiries
• Attend meetings to record proceedings. Transcribe notes, prepare and distribute minutes
• Maintain Engineer and Chief Deputy Engineer’s calendar of events; coordinating meetings, appointments, and room reservations accordingly
• Prepare budgets for County Engineer and Ditch Maintenance Department and keep books on current project loan and lease equipment payment schedules.
• Coordinate and publish annual report and newsletter.
• Arrange Employee Safety Meeting.
• Coordinate travel arrangements

25%  Clerical

• Greet in-person visitors. Personally assist visitors by providing information or directing visitor to appropriate department representative
• Answer telephone: provide general department information to callers; direct calls and take messages
• Compile, copy, sort and file records and documents
• Perform data entry to update and maintain department databases
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers
• Open, sort and route incoming mail and process outgoing mail
• Monitor office supply inventory levels and replenish as needed
• Perform other related duties as assigned

MINIMUM EDUCATION AND EXPERIENCE    

Education: High school diploma

Experience: 5 years' work experience performing simple to moderately complex clerical and secretarial duties including accounting-related and payroll processing tasks.

A different combination of education and experience may be acceptable if deemed equivalent.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge, skill and ability necessary to:

• Familiarity with Social Media Platforms preferred
• Operate these and similar tools and equipment for a standard work shift, in accordance with customary operating and safety practices:
• Representative Tools and Equipment
• Office Equipment and Software
• Telephone - Speaking to callers
• Personal computer; software - Correspondence
• Related peripheral equipment (e.g., printer, etc.) - Printing documents
• Fax, copy and label machine - Making copies and labels; sending documents
• Perform secretarial and clerical functions in accordance with generally accepted practices, procedures and systems
• Perform basic arithmetic and simple bookkeeping procedures
• Use correct grammar, punctuation and spelling; compose routine and complex correspondence
• Organize and maintain recordkeeping systems
• Communicate effectively with others both verbally and in writing
• Develop and maintain effective working relationships with supervisor, co-workers and general public
• Work on multiple tasks simultaneously
• Follow simple instructions

License or Certification Required:

• Valid State of Ohio Drivers’ License with a driving record acceptable to the Engineer’s Office insurance provider
• Certified in CPR, AED and First Aid (training provided by Allen County Engineer)

Salary: $45,000 to 65,000, based on experience.

Benefits: 40hrs/week, health/dental/vision insurance offered, paid holidays, etc.

Physical Demands: Occasionally – Bending and stooping; standing for long periods of time; walking and climbing stairs; working in awkward or confined positions; lifting and pushing light to heavy weight (20+ pounds).

To Apply: Email resume to Trent.wise@jfs.ohio.gov  with “Account Clerk II” in subject line.