Office Assistant Senior

General Summary

Performs a variety of clerical and/or accounting duties, which require an understanding of departmental operations, a high degree of accuracy and independent judgment.

Essential Duties & Responsibilities

• Determines eligibility for programs funding in following policies and program directives.
• Performs data entry for record keeping, tracking, registration, inventory and ordering.
• Maintains inventory of perishable/non-perishable supplies and materials.
• Updates and maintains computer records at the office, County and State of Michigan level.
• Processes invoices as accounts payable/receivable, prepare and submit requests for payment of invoices and post payments entries.
• Answers procedural questions regarding various departmental functions, duties, actions and procedures, schedule appointments, set court dates, etc.
• Assists customers in person, on line or over the telephone.
• Receives (cashier), process and deposit payments/money for fees, fines, assessments, permits, tax payments, prepare and make daily bank deposits, etc.
• Prepares a variety of documents and correspondence using personal computers, printers, email, and other electronic means for Department Heads, Elected Officials, Managers, Supervisors and others.
• Operates a variety of computer database software programs required for efficient operation of services.
• Manages and accounts for petty cash operations.
• Arranges Interpreter Services, coordinate scheduling and process billing arrangements.
• Enters payroll data, run verification reports, split time to multiple funding sources.
• Audits accounts (internal/external), verify debits/credits, apply appropriate adjustments and update account status.
• Reviews forms, letters and legal documents for accuracy, correcting errors or rejecting forms to the originator to have them corrected and resubmitted.
• Maintains a variety of department, program and office operational records including registrations, licenses, credentials of staff, attendance, property/land ownership, leases and contracts, etc.
• Provides office administration and phone support to department staff, supervisors, managers and department directors.
• Schedules appointments, events, hearings and or meetings for staff, consultants, attorneys and others.
• Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.
• Operates an automobile to perform assigned job functions.

Qualifications

• High school diploma or GED equivalent
• One (1) year of office clerical work experience
• Associates degree or higher
• Three (3) or more years of office clerical, bookkeeping or accounting related work experience

Knowledge

• Modern office procedures and methods
• Variety and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review (Financial/Electronic Medical Records, Court Case Management and others)

Skills

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organizing and time management
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
• Assigning, prioritizing, monitoring, and reviewing work assignments
• Ability to work in an environment which embraces the county’s Dignity Campaign

Work Environment/Conditions

• Office or similar indoor environment
• Individuals who are hostile or irate
• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals, substances, or waste
• Loud noises (85+ decibels)
• Blood Borne Pathogens