Office Coordinator

Johnson County•Iowa City, IA

About The Position

Under the direction of the County Attorney, the Office Coordinator coordinates and manages business activities for the County Attorney’s Office and manages the Office’s administrative and budgetary responsibilities. The role supports management staff and carries out fiscal, accounting, payroll, recordkeeping, and general office functions. It also provides backup administrative support, including preparation of legal correspondence and court documents as directed by the County Attorney. Work is performed in accordance with County policies, procedures, and safety practices, with regular attendance at the designated place and time required. The position 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 insurability under county liability coverage are required; use of a personal vehicle for official business may also be required. The role involves handling confidential information, communicating with the public and colleagues, meeting deadlines, and performing physical tasks such as lifting up to 35 pounds and using office equipment.

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; fiscal and resource management; document management and recordkeeping systems; financial contracts and budget systems; bookkeeping, including basic accounts payable, accounts receivable, and payroll practices; mathematical computations and reporting methods; and English grammar, spelling, sentence structure, vocabulary, and proofreading.
Ability to collect data, maintain accurate records, and prepare specialized reports.
Ability to manage fiscal programs, including preparing and administering 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.
Ability to type accurately and use a computer for data entry, spreadsheets, word processing, email, and research.
Ability to interpret, apply, and explain departmental policies and procedures; maintain 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 the public.
Ability to make decisions requiring interpretation and judgment; work independently; organize and prioritize multiple tasks; and work with attention to detail, speed, and accuracy.
Ability to handle low to moderate stress, meet deadlines, solve position-appropriate problems, and follow verbal and written instructions.
Ability to organize and present facts, ideas, and opinions clearly and concisely orally.
Sufficient speech and hearing for effective communication; sufficient vision for moderate to heavy production and review of materials in electronic and hard-copy formats; and sufficient manual dexterity for handwritten notes and moderate to heavy keyboard and mouse use.
Ability to lift, push, pull, or carry up to 35 pounds as needed; stand, sit, squat, kneel, bend, crouch, twist, reach, and use a step stool as needed; and travel among county facilities as required.
Ability to work a flexible schedule and additional time as needed.
Valid Iowa driver’s license and eligibility for coverage under county liability insurance; 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.
Provide administrative support to management staff.
Process accounts payable and receivable; record expenses and deposits; and organize and maintain records.
Provide fiscal administration, including budget preparation and oversight.
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 production, and recap paid leave records.
Assist in organizing and maintaining confidential medical and personnel files.
Monitor weekly and monthly budget expenditures and assist with annual budget preparation, analysis, and projected spending.
Process service fee payments for electronic filing with Courts Online.
Assist with hard-copy and electronic file and record maintenance, historical file preparation and indexing, and inventory of files 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 regarding accounts payable and grant expenditure reports.
Maintain departmental asset inventory 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 as needed.
Back up the Managing Secretary by preparing legal correspondence, reports, and court documents when needed, as directed by the County Attorney.
Assist as needed in overseeing administrative staff providing departmental support and provide backup departmental administrative support.
Attend work-related meetings, training, and conferences as requested.
Perform duties in accordance with County policies, procedures, and safety practices, and attend work regularly at the designated place and time.