Office Coordinator

Johnson County Iowa•Iowa City, IA

8d•$34 - $41

About The Position

Under the direction of the County Attorney, the Office Coordinator manages business activities and administrative and budgetary responsibilities for the County Attorney’s Office. The position provides fiscal administration, accounting, payroll, records management, administrative support, and customer service. It also supports grants and projects, maintains office assets and vehicle service information, and provides backup support to the Managing Secretary and other departmental administrative staff. The role requires an Associate’s degree in Accounting or equivalent and four years of general office or accounting experience, or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities. A valid Iowa driver’s license and eligibility for county liability coverage are required; use of a personal vehicle for official business may also be required. The position may require flexible scheduling and additional work time as needed. Physical requirements include lifting, pushing, pulling, or carrying up to 35 pounds; varied postures and movement; manual dexterity for keyboard and mouse use; and sufficient vision, hearing, and speech for the work.

Requirements

Associate’s degree in Accounting or equivalent and four years of general office or accounting experience, or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
Knowledge of current office procedures, practices, and filing systems.
Knowledge of fiscal and resource management, document management and recordkeeping systems, financial contracts and budget systems, bookkeeping, basic accounts payable and receivable and payroll practices, mathematical computations, and reporting methods.
English-language skills, including grammar, spelling, sentence structure, vocabulary, and proofreading.
Ability to collect data, maintain accurate records, and prepare specialized reports.
Ability to manage fiscal programs, prepare and administer multiple budgets, make bookkeeping entries, and complete business forms.
Ability to represent Johnson County professionally, responsibly, and trustworthily.
Ability to operate common office equipment, including calculators, fax and postage machines, photocopiers, multi-line telephones, and scanners.
Accurate typing and computer skills for data entry, spreadsheets, word processing, email, and research.
Ability to interpret, apply, and explain departmental policies and procedures; maintain appropriate confidentiality and information security; and provide courteous, responsive customer service.
Ability to establish and maintain effective working relationships with coworkers, supervisors, other departments, agencies, and members of the public.
Ability to make decisions requiring interpretation and judgment, work independently, organize and prioritize competing tasks, and maintain attention to detail.
Ability to perform administrative work with speed and accuracy, handle low to moderate stress, meet deadlines, solve appropriate problems, and follow verbal and written instructions.
Ability to communicate facts, ideas, and opinions clearly and concisely orally, with sufficient speech and hearing for effective communication.
Sufficient vision to produce and review a wide variety of electronic and hard-copy materials.
Sufficient manual dexterity for handwritten notations and moderate to heavy keyboard and mouse use.
Ability to lift, push, pull, or carry up to 35 pounds as needed and to stand, sit, squat, kneel, bend, crouch, twist, reach, and use a step stool as needed.
Sufficient personal mobility to complete work at various county facilities.
Ability to work a flexible schedule and additional time as needed.
Valid Iowa driver’s license and insurability under county liability coverage; use of a personal vehicle for official business may also be required.

Responsibilities

Prepare correspondence, reports, and other documents as directed by the County Attorney, and provide administrative support to management staff.
Process accounts payable and receivable, record expenses and deposits, and organize and maintain records.
Administer office finances, including preparing and overseeing budgets and monitoring expenditures.
Respond to audit inquiries and provide year-end county finance information as requested.
Maintain office equipment and initiate purchases of office supplies.
Process timesheets and payroll, and recap paid leave records.
Assist in organizing and maintaining confidential medical and personnel files.
Assist with preparation and analysis of annual budgets and projected spending.
Process service fee payments for electronic filing with Courts Online.
Maintain hard-copy and electronic files and records, prepare and index historical files, and maintain file inventories for document imaging.
Answer telephones and respond to questions from callers and walk-in visitors seeking assistance or information.
Prepare reimbursement claims and reports for local, state, and federal grants and equity-sharing programs.
Provide guidance and clarification on accounts payable and grant expenditure reports.
Maintain departmental asset inventories and assist with year-end financial reporting.
Maintain service, maintenance, and registration information for office vehicles.
Monitor and file attorneys’ continuing education and licensing requirements.
Act as fiscal officer for office grants and projects.
Perform general administrative duties, including photocopying, filing, faxing, typing, and deliveries.
Assist with submitting work orders to IT and Physical Plant.
Provide backup for the Managing Secretary by preparing legal correspondence, reports, and court documents as directed by the County Attorney; assist as needed with overseeing administrative staff providing departmental support.
Provide backup for departmental administrative support.
Attend work-related meetings, trainings, and conferences as requested.
Perform work in accordance with County policies, procedures, and safety practices, and attend work regularly at the designated place and time.