Office Support III 37.5 FT

Lancaster County•Lancaster, PA

13d•$38,864 - $58,305•Onsite

About The Position

Serves as administrative support to the Director and staff of the Agricultural Preserve Board and supports the day-to-day operations of the office. This role involves a wide range of administrative functions, including reception duties, office supply management, equipment maintenance, and document management. The position also provides crucial support to the Director and Specialists in preparing various official documents, correspondence, and meeting materials. Additionally, the role handles fiscal administrative functions, payroll, and serves as a Notary Public.

Requirements

High School diploma or equivalent of three (3) years of experience in bookkeeping and /or office management; or Completion of a 2-year Business School or related associate's degree and one (1) year of experience in bookkeeping and/or office management; or Any equivalent combination of relevant education, experience, and training.
Thorough knowledge of functions, procedures and policies of department’s operation.
Ability to make reasonable decision without assistance.
Ability to work with a minimum of supervision.
Ability to take notes and minutes accurately and quickly.
Ability to get along well with others.
Capability of high degree of accuracy.
Must be dependable, efficient and exercise good judgment.

Nice To Haves

Notary Public preferred or ability to obtain Notary Public within 120 days.

Responsibilities

Serves as the receptionist for the department with associated duties including greeting visitors, answering, screening and referring phone calls, retrieving, opening, screening and distributing mail.
Maintains office supplies and orders inventory as needed.
Maintains office equipment and troubleshoots minor mechanical issues.
Works with Director in implementing electronic and paper document management and filing systems.
Opens and maintains accurate electronic and paper files.
Closes and disposes of documents and files in accordance with County policy and department document retention schedule.
Provides support to Director and Specialists including word processing, creating, proofreading and formatting correspondence, memoranda, Offers to Purchase, Agreements of Sale, Deeds of Easement, contracts, public meeting and executive session agendas and supporting documents.
Prepares minutes of public meetings.
Prepares public notification of meeting changes and cancellations.
Responsible for filing, copying and scanning as needed.
Works closely with Commissioner's Office and Bureau of Farmland Preservation to submit documents for review and approval of easement purchases.
Tracks reimbursement of costs.
Prepares and submit Deeds of Easement, deeds, and associated legal documents accurately for recording in Recorder of Deeds office.
Serves as department Payroll Clerk.
Serves as department Notary Public.
Performs administrative functions for fiscal activities such as ordering, requisitioning, tracking and processing payments utilizing Peoplesoft and Purchasing protocols, preparing and submitting necessary documentation.
Maintains petty cash.
Order checks for easement payments and reimbursements and maintains records of annual instalment payments.
Verifies taxpayer information for correct distribution of 1099's.
Tracks expenditures and revenues and provides data for budgeting and assists with budget preparation as needed.
Perform other duties as assigned.