Administrative Coordinator

Macomb County Government

10h • $50,007 - $64,680

About The Position

This position will be a member of the Fiscal team at Macomb Community Action. The duties of this position will entail high volume data entry processing of payables, receivables, journal entries and budget adjustments for the assigned division(s). Ensure fiscal records are accurately coded and have appropriate approvals prior to processing. Bi-weekly collection and processing of divisional timesheets, to include manual tracking of part-time PTO, part-time PTO payout, LOA proicessing, etc. Provide analysis and support of program related accounting issues appropriate to skill level. Act as the Fiscal liaison for internal customers, external agencies and vendors. Assist with fiscal policy and procedure revisions and train staff as appropriate. Seeking an individual with great attention to detail, accurate data entry and analytical skills. Performs complex and confidential administrative, accounting, and clerical duties with a high degree of independence and initiative.

Requirements

• High school diploma or GED equivalent
• Three (3) years of office clerical work experience
• Administrative support experience
• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel
• Knowledge of: Modern office procedures and methods
• Various 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
• Skill in: 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
• Assigning, prioritizing, monitoring, and reviewing work assignments
• 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
• Ability to: Work in an environment which embraces the county’s Dignity Campaign
• Effectively speak, write and understand the English language
• Understand and carry out oral and/or written instructions
• 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 to high level clerical/administrative related 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

Nice To Haves

• Associates degree or higher
• Bookkeeping or accounting related work experience
• Effectively speak, write and understand a language other than English is preferred

Responsibilities

• Performs administrative support and clerical accounting tasks with a high degree of independent and confidential judgment.
• Prepares and records administrative records including federal and state grant applications, reports, and claims; assures necessary documents, forms, and materials are accurate and available for administrative decision making.
• Maintains and monitors assigned division’s operating budget on a daily basis.
• Prepares budgets, billings, account statements, invoices, vouchers, and vendor contracts, as well as forms, surveys, and correspondence.
• Prepares letters, memos, forms, records, and other related correspondence including spreadsheets for financial analysis.
• Processes account information, disburses and distributes funds, reconciles accounts and assists in the financial preparation of County, State and Federal audit and monitoring requests.
• Monitors, verifies, enters, and maintains timesheets.
• Processes attendance records and payroll for staff members of assigned division.
• Orders, tracks, and maintains inventory records including office and program supplies and off-site storage facilities.
• Processes and monitors equipment maintenance and repair requests.
• Receives incoming requests and provides support and assistance appropriate to skills level.
• Interacts with outside agencies and organizations to conduct business.
• 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.

Benefits

• As part of our total benefit package, Macomb County proudly offers medical, dental, and vision coverage, with no monthly premium to employees for single, two (2) person or family coverage. Health care, dental and vision benefits are effective the first day of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED