Part-time Clerical-Bookkeeping Staff

Hamilton County, Indiana • Noblesville, IN

4d • Onsite

About The Position

Incumbent serves as Part-Time Clerical Assistant for Hamilton County Parks & Recreation, responsible for performing various clerical functions, and assisting department personnel. This role involves handling financial transactions, maintaining records, and providing administrative support within the Parks department.

Requirements

• Working knowledge of department policies and procedures and ability to apply such knowledge to a variety of interrelated tasks.
• Working knowledge of basic bookkeeping procedures, and ability to make relevant arithmetic calculations in processing receipts, expenditures, and maintaining/reconciling related records in manual ledgers and computer spreadsheets.
• Ability to type with speed and accuracy, and properly operate a variety of standard office equipment, including computer, printers, telephone, fax machine, switchboard, calculator, paper shredder, laminator, and copier.
• Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.
• Ability to understand and follow oral and written instructions, and appropriately respond to constructive criticism.
• Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.
• Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.
• Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, program participants, Department of Corrections, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
• Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
• Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
• Must begin the three shot Hepatitis B vaccination and subsequent training within 10 days of their initial job assignment per OSHA 29 CFR 1910.1030(f)(2)(i), or provide official documentation of previous completion.
• Employees temporarily declining the vaccine must complete a Declination form outlining medical reasons and are prohibited from performing duties with potential exposure to blood borne pathogens until vaccinated.

Nice To Haves

• Occasional work extended hours.
• Occasional exposure to potentially hostile/violent persons.

Responsibilities

• Receives and processes various receipts, such as participant fees, event and rental monies, including calculating, collecting, providing receipts, posting in ledger and computer, and preparing/depositing in bank daily.
• Collects and disperses mail, and processes outgoing mail to the post office daily.
• Performs various clerical duties as assigned or as needed, such as preparing correspondence and other documents.
• Assists department personnel as requested.
• Periodically assists Office Manager/Bookkeeper by preparing and processing department payroll, including reviewing time cards, posting hours worked, calculating and posting leave on attendance record and on computer, and preparing and submitting voucher to Auditor.
• Periodically processes department vouchers, including verifying invoice items and documentation, obtaining vendor numbers, determining account numbers, submitting to Auditor, and entering in manual ledger and computer.
• Responsible for Material Safety Data Sheets for new materials purchased, contacting merchants and emending the park facilities Safety Data Sheets logs and online program monthly.
• Answers departmental phone, welcomes visitors to the administration office.
• Checks voice mails and e-mails, and handles them in appropriate order.
• Opens all payments received, processes and records them in the appropriate places.
• Opens all invoices, checks them for errors, late fees, and taxes, and ensures they have written on them where and what the supplies purchased/work completed was for.
• Emails invoices for fixing/repairing things to Maintenance Clerical Personnel.
• Enters claims into Eden software for processing monthly to the Hamilton County Auditor after the park board meeting.
• Balances and checks claims thoroughly before submitting them to the county.
• Obtains MSDS on chemicals bought and used by the department while processing invoices.
• Handles Shelter Rentals, Osprey Pointe Rentals, Field Rentals, and Community Garden Plot Rentals.
• Notifies security of monthly Osprey Rentals two months at a time and sends updates as needed.
• Takes money received from rentals to the bank in a daily deposit.
• Works the Cool Creek Summer Concert Series and other "All hands-on deck" events.
• Answers phones, assists callers, and transfers them if possible.
• Assists Director or Deputy Director with any tasks, projects, or related work after all invoices, MSDS, and payments are completed.
• Performs related duties as assigned.

Benefits

• Hamilton County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform the essential functions of the job, unless the accommodation would cause an undue hardship.
• Hepatitis B vaccination and subsequent training provided free of charge by the Hamilton County Health Department.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed