Office Assistant Senior (Part-time)

Part-time position, non-exempt under FLSA with overtime pursuant to Collective Bargaining Agreement and Human Resources policy. Just-cause employment subject to probationary period.

About the Role

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

Responsibilities

• Determines eligibility for programs funding 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; prepares and submits payment requests and posts payment entries.
• Answers procedural questions regarding departmental functions, schedules appointments, and sets court dates.
• Assists customers in person, online, or over the telephone.
• Receives, processes, and deposits payments/money for fees, fines, assessments, permits, and tax payments; prepares and makes daily bank deposits.
• Performs bookkeeping to balance accounts, requests checks, makes journal entries, and maintains spreadsheets.
• Prepares 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, coordinates scheduling, and processes billing arrangements.
• Enters payroll data, runs verification reports, and splits time to multiple funding sources.
• Audits accounts (internal/external), verifies debits/credits, applies appropriate adjustments, and updates account status.
• Reviews forms, letters, and legal documents for accuracy; corrects errors or rejects forms for correction and resubmission.
• Maintains department, program, and office operational records including registrations, licenses, staff credentials, attendance, property/land ownership, leases, and contracts.
• Provides office administration and phone support to department staff, supervisors, managers, and directors.
• Schedules appointments, events, hearings, and 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 (if applicable).
• Performs related duties as assigned.

Requirements

• High school diploma or GED equivalent.
• One (1) year of office clerical work experience.
• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel.

Preferred Qualifications

• Associate degree or higher.
• Three (3) or more years of office clerical, bookkeeping, or accounting-related work experience.

Knowledge

• Modern office procedures and methods.
• Various and specialty designated data processing/computer systems and applications for office administration across many departments.
• 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.
• Program 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.
• Organization 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.

Abilities

• Work in an environment that embraces the county’s Dignity Campaign.
• Effectively speak, write, and understand the English language.
• Effectively speak, write, and understand a language other than English (preferred).
• Understand and carry out oral and written directions.
• Accurately organize and maintain paper documents and electronic files.
• Maintain the confidentiality of information and professional boundaries.
• Take initiative and work independently.
• Provide excellent customer service to both internal and external customers with tact and courtesy.
• Meet schedules and deadlines of the work.
• Perform moderate-level clerical/administrative duties with a high degree of accuracy.
• Lead and train staff and coworkers.
• Learn new policies, practices, and procedures.
• Read and understand laws, rulings, and other published guidance.
• Handle, process, and account for large sums of cash/money.
• Understand and follow complex registration, eligibility, and enrollment guidelines.

Work Environment & Conditions

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

• Office or similar indoor environment: Frequently/Continuously
• Individuals who are hostile or irate: Occasionally
• Driving on sealed and unsealed roads: Occasionally

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Grasping, gripping, holding, clasping with fingers or hands: Occasionally
• Kneeling to work at low levels: Occasionally
• Manual Dexterity (fine finger movements i.e., keyboard operating, writing): Frequently/Continuously
• Lift/Carry/Move Objects: Up to 10 pounds: Occasionally; Up to 50 pounds: Occasionally
• Sitting in a seated position during task performance: Frequently/Continuously
• Standing in an upright position without movement: Occasionally
• Walking considerable distances in the facility on multiple surfaces: Occasionally

Pay

$21.19 - $27.41 per hour.