Bookkeeper-Office Manager

Essential Functions

• Takes minutes for staff conference in partnership with other administrative staff.
• Maintains multiple accounts in the Extension Education Fund along with grants and petty cash.
• Processes purchase requests, process purchase card receipts, and maintain account balances with Purdue University.
• Maintains detailed permanent records through ledger reconciliation for both Allen County and Purdue Fort Wayne Extension.
• Assists County Extension Director with developing departmental budget.
• Answers the department phone and greets office clientele, determines nature of call or visit, responds to inquiries, and/or directs individual to appropriate person or agency.
• Maintains database of numerous mailing lists used to produce labels and provide information to individual clients upon demand.
• Prepares purchasing requisitions and files claims with the Allen County Auditor’s Office for payment.
• Completes county employee payroll and attendance records for the department, including entering hours worked and forwarding forms to the Auditor’s Office for payment.
• Provides employees with status of their benefits, county services, and insurance.
• Sends out fliers, prepares spreadsheets for seminars with needed information on participants.
• Helps participants meet state requirements for certification.
• Maintains inventory of office supplies and equipment and requisitions supplies and publications as needed often through internet ordering, requesting quotes from Allen County or Purdue purchasing departments.
• Administers and maintains website content and traffic in conjunction with Extension Educators.
• Maintains and administers Purdue Extension – Allen County social media pages.
• Maintains, troubleshoots, and contacts appropriate company if repairs are needed for office machinery.
• Performs all other duties as assigned, including overtime as required.

Requirements

• Associates degree or certification program of comparable length.
• At least one (1) year of experience in bookkeeping, budgeting, payroll, accounting, and managing an office.
• Knowledge of office management including interface with Microsoft Office, Quicken, and Filemaker Pro.
• Database Training in business/accounting concepts and software applications.
• Strong written and verbal communication skills.
• Strong customer service skills.
• Strong computer skills with the ability to use Microsoft Office and other job related software.
• Ability to use job related tools, including, but not limited to copier, multi-line phone, printer, collator, and postage meter.
• Must be bonded and insured by Purdue University.

Performance Expectations

• The Bookkeeper/Office Manager performs work that is moderately complex when performing administrative work for County Extension Director and other educators.
• Understanding is needed for the practical application regulations and procedures while maintaining the department’s accounts.
• Frequently discusses detailed information involving client/citizen problems.
• Responsibility The Bookkeeper/Office Manager performs work that involves making choices and taking action when answering the telephone, receiving office clients, maintaining various accounts, depositing receipts and paying invoices.
• Errors are readily detected and corrected through supervisory review.

Working Conditions

• Works in a standard office setting with ability to move about freely, some lifting of up to forty pounds, bending, pushing/pulling, reaching overhead, kneeling, crawling, climbing ladders, typing, exposure to dangerous temperatures, noxious odors, poisonous plants, and various insects.
• Frequent monitoring of equipment proofreading, exposure to noise and very frequent mental/visual effort and attention to detail exists.