Budget Administrative Coordinator - County Judge and Commissioner's Court Budget Office - J10047 - 11200

Nueces County•Village of Fonda, NY

2d•$24•Onsite

About The Position

Assists the Budget Office staff in administrative activities involving a variety of secretarial work and administrative duties such as composing and typing correspondence, reports, forms, and other documents; makes appointments and arranges conferences for the Budget Office staff; performs research/gathers data for reports; assists in the preparation of the annual Budget Book; manages the Budget Office’s purchase orders, maintenance and supplies, and equipment needs; serves as back-up to the Agenda Coordinator; assists as needed with administrative duties related to the County Judge and Commissioner’s Court including Elections; and interacts with the County Judge, County Commissioners, elected officials, department directors and employees, vendors, and individuals requesting information or assistance from the Budget Office. Reports to the Budget Officer. The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the supervisor. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provides courteous assistance to individuals seeking information, decisions or assistance from the Budget Office on the telephone and on a walk-in basis. Performs direct secretarial administrative support services for the Budget Office to include composing and typing letters using word processing, mail merge, or spreadsheet program to create original and professional looking documents; arranges meetings and makes appointments. Coordinates and organizes agenda items for submission to the Commissioners Court using the Agenda Quick application. Serves as back-up to the Agenda Coordinator, related to the agenda management system and coordination of the advisory boards/commissions as needed and may assist in administrative duties in the County Judge office or by request of the Commissioners. Prepares agenda books for Budget Officer and First Assistant as needed. On an annual basis, assists in the preparation of the county budget by typing documents and/or work papers and managing the budget requests process. Sets up pages for final publication and works closely with print shop personnel. Manages purchase orders for the Budget Office by running reports, tracking and taking action on open purchase orders and manages maintenance agreements. Serves as the department’s purchasing agent by keeping the supply cabinet stocked, taking special orders, initiating orders, and entering purchase orders. Coordinates with Building Maintenance Department for repairs. Controls the Open Records process. Receives all requests for information under the Open Records Act. Responsible for sending out responses and working closely with the Budget Office. Maintains file of all requests. Maintains the Budget Office’s employee personnel files, ensuring confidentiality. Coordinates office services such as maintenance of filing system, records control, time sheets and payroll information, indexing data, inventory of supplies and purchase of supplies. Maintains central filing system by filing, keeping files clean, organized, and up-to-date. Responsible for ensuring that the copy machine is stocked and is regularly maintained; obtains servicing as needed. Processes and transmits information to the members of Commissioners Court, officials, department heads and other organizations as needed. Provides general research as requested by the Budget Office staff. Picks up and distributes mail. Performs such other duties as may be assigned. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier. EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED and five years of increasingly responsible secretarial/administrative experience, with strong organizational and time-management skills of which at least two years involved bookkeeping or accounting. Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities, may be considered for current Nueces County employees only. LANGUAGE SKILLS: Excellent knowledge of business English, spelling, punctuation, arithmetic, office practices, equipment and materials. Ability to read, analyze, and letters, documents, policies, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from the County Judge, County Commissioners, elected officials, department directors, employees, and the general public. MATHEMATICAL SKILLS: Ability to work quickly and accurately with numbers, to maintain neat, well-organized records. REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. CERTIFICATES, LICENSES, REGISTRATIONS: Notary Public is preferred. OTHER SKILLS AND ABILITIES: Ability to communicate clearly and effectively, both orally and in writing. Ability to follow procedures and manage concurrent multiple tasks; highly developed skills in utilizing word processing programs and ability to operate spreadsheet programs. Ability to establish and maintain effective working relationships with other county employees, officials and the general public. Ability to exercise independent judgment regarding the release of sensitive and/or confidential information. Ability to adjust to the changing needs of the office. Position may require occasional overtime during budget cycles, peak periods or as needed for administrative support. Knowledge of county operations and policies. 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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Job requires a significant amount of inputting data into the computer as well as proofing the data entry. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Requirements

High school diploma or general education degree (GED and five years of increasingly responsible secretarial/administrative experience, with strong organizational and time-management skills of which at least two years involved bookkeeping or accounting.
Excellent knowledge of business English, spelling, punctuation, arithmetic, office practices, equipment and materials.
Ability to read, analyze, and letters, documents, policies, and governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from the County Judge, County Commissioners, elected officials, department directors, employees, and the general public.
Ability to work quickly and accurately with numbers, to maintain neat, well-organized records.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to follow procedures and manage concurrent multiple tasks; highly developed skills in utilizing word processing programs and ability to operate spreadsheet programs.
Ability to establish and maintain effective working relationships with other county employees, officials and the general public.
Ability to exercise independent judgment regarding the release of sensitive and/or confidential information.
Ability to adjust to the changing needs of the office.
Knowledge of county operations and policies.
Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.

Nice To Haves

Notary Public is preferred.

Responsibilities

Provides courteous assistance to individuals seeking information, decisions or assistance from the Budget Office on the telephone and on a walk-in basis.
Performs direct secretarial administrative support services for the Budget Office to include composing and typing letters using word processing, mail merge, or spreadsheet program to create original and professional looking documents; arranges meetings and makes appointments.
Coordinates and organizes agenda items for submission to the Commissioners Court using the Agenda Quick application.
Serves as back-up to the Agenda Coordinator, related to the agenda management system and coordination of the advisory boards/commissions as needed and may assist in administrative duties in the County Judge office or by request of the Commissioners.
Prepares agenda books for Budget Officer and First Assistant as needed.
On an annual basis, assists in the preparation of the county budget by typing documents and/or work papers and managing the budget requests process.
Sets up pages for final publication and works closely with print shop personnel.
Manages purchase orders for the Budget Office by running reports, tracking and taking action on open purchase orders and manages maintenance agreements.
Serves as the department’s purchasing agent by keeping the supply cabinet stocked, taking special orders, initiating orders, and entering purchase orders.
Coordinates with Building Maintenance Department for repairs.
Controls the Open Records process.
Receives all requests for information under the Open Records Act.
Responsible for sending out responses and working closely with the Budget Office.
Maintains file of all requests.
Maintains the Budget Office’s employee personnel files, ensuring confidentiality.
Coordinates office services such as maintenance of filing system, records control, time sheets and payroll information, indexing data, inventory of supplies and purchase of supplies.
Maintains central filing system by filing, keeping files clean, organized, and up-to-date.
Responsible for ensuring that the copy machine is stocked and is regularly maintained; obtains servicing as needed.
Processes and transmits information to the members of Commissioners Court, officials, department heads and other organizations as needed.
Provides general research as requested by the Budget Office staff.
Picks up and distributes mail.
Performs such other duties as may be assigned.