Highway Office Administrator

Tulsa County

4d•$19•Onsite

About The Position

Plans and coordinates activities of bookkeeping section; with little supervision, performs difficult and responsible clerical and accounting functions by performing the following duties. ESSENTIAL JOB FUNCTIONS Receive visitors, answer phone calls, coordinate appointments and meetings, open and distribute mail, and provide general clerical support. Compose and prepare correspondence, reports, contracts, and other materials. Gather, assemble and summarize information and data for executive action as requested. Maintain accurate payroll records, including but not limited to wage rates, leave, payroll time records and supplemental sheets, and injury and accident reports. Assist personnel with payroll and time-keeping questions and forms. Maintain and prepare accurate inventory records on road materials, other consumable items, and capital assets. Receive and handle inquiries and problems in the most appropriate manner or refer to proper staff member. Complete all required forms such as: work orders, time sheets, accident reports, leave reports, and other forms as needed. Request County Clerk to encumber funds; establish vendor files; code and prepare purchase orders; assign department number; obtain purchase authorizations; inform requestor that purchases may be made. Encumber in advance, recurring purchase orders for utilities and maintenance agreements. Reconcile invoices, bills and other monthly statements with receiving tickets and follow-up with district personnel and vendors to resolve any issues or discrepancies and ensure payments are made in a timely fashion. Audit delivery tickets, expense vouchers, and other claims for completeness and accuracy. Gather and tabulate fiscal information for monthly and special reports, departmental budgets and other reports as needed. Transfer funds in budget accounts. Coordinate and oversee the work of other district personnel as it relates to bookkeeping, including but not limited to, timekeeping and payroll, requisitions and purchase orders, and receiving and inventory. Track and coordinate the renewals of district contracts. Function as the district lead on County and department policies and procedures, ERP System (Workday), and other programs and processes used by the Highways department. Perform other duties as assigned.

Requirements

Skilled in using a personal computer and related software (Microsoft Office suite), an adding machine/calculator, and other related office machines; in maintaining bookkeeping records; and in typing from straight copy as proved by passing a performance test.
Knowledge of spelling, punctuation, business English and arithmetic, of office methods and procedures; of bookkeeping/accounting techniques; of laws, ordinances and regulations governing county financial matters; of departmental policies and procedures.
Ability to make mathematical calculations with speed and accuracy; to prepare statistical reports and to keep financial records; to prepare financial statements; to prepare and update procedures; to understand and follow oral and written instructions; and to deal tactfully with others.
Education equivalent to graduation from a standard four-year high school, including or supplemented by courses in typing, bookkeeping, accounting and personal computers, at least six hours college level accounting and over three years of satisfactory, full time paid employment in accounting, secretarial or bookkeeping work.
Equivalent to business school; or any equivalent combination of education or experience, substituting one year of satisfactory, full time paid employment for one year of the required education with maximum substitution of two years.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports and business correspondence.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, fractions, area, circumference, and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Responsibilities

Receive visitors, answer phone calls, coordinate appointments and meetings, open and distribute mail, and provide general clerical support.
Compose and prepare correspondence, reports, contracts, and other materials.
Gather, assemble and summarize information and data for executive action as requested.
Maintain accurate payroll records, including but not limited to wage rates, leave, payroll time records and supplemental sheets, and injury and accident reports.
Assist personnel with payroll and time-keeping questions and forms.
Maintain and prepare accurate inventory records on road materials, other consumable items, and capital assets.
Receive and handle inquiries and problems in the most appropriate manner or refer to proper staff member.
Complete all required forms such as: work orders, time sheets, accident reports, leave reports, and other forms as needed.
Request County Clerk to encumber funds; establish vendor files; code and prepare purchase orders; assign department number; obtain purchase authorizations; inform requestor that purchases may be made.
Encumber in advance, recurring purchase orders for utilities and maintenance agreements.
Reconcile invoices, bills and other monthly statements with receiving tickets and follow-up with district personnel and vendors to resolve any issues or discrepancies and ensure payments are made in a timely fashion.
Audit delivery tickets, expense vouchers, and other claims for completeness and accuracy.
Gather and tabulate fiscal information for monthly and special reports, departmental budgets and other reports as needed.
Transfer funds in budget accounts.
Coordinate and oversee the work of other district personnel as it relates to bookkeeping, including but not limited to, timekeeping and payroll, requisitions and purchase orders, and receiving and inventory.
Track and coordinate the renewals of district contracts.
Function as the district lead on County and department policies and procedures, ERP System (Workday), and other programs and processes used by the Highways department.
Perform other duties as assigned.