The Office Support IV position provides secretarial support to the Controller and general and administrative support to the Office of the Controller.
Supports the Controller by managing the schedule, phone calls, incoming mail, correspondence, and filing.
Supports the Controller by carrying out specific projects, including researching information, producing and distributing reports, and handling emails for the Controller's mailbox.
Supports the Controller by making arrangements for, preparing agendas for, and taking minutes at Accounting meetings; SEI statements for Retirement Fund Board meetings; serves as liaison to consultant vendors for those Boards.
Supports a multi-functional office by ordering and managing, within a budget, office supplies, and forms; serves as office liaison for facility and computer maintenance and repair; and fields and discerns appropriateness of solicitation calls.
Maintains payroll information for employees and completes bi-weekly payroll documentation for the office. Verifies payroll accrual with the office calendar.
Implements and maintains the records management policies, including the annual indexing and disposition files.
Assures the County has adequate check stock and serves as custodian of the blank check stock in a system of internal controls; assures signature plates are current with the change of officers.
Collecting all necessary data and supplies for the printing and distributing the annual Financial Report.
Assists Accounts Payable and bid openings as requested.
Verifying agricultural settlement checks for accounting purposes through the Oracle system.
Preparing County contracts, resolutions, leases, and memos that need to be uploaded and archived according to state guidelines.
Preparing workstation set up for all new hires; department orientation; training schedule; introduction to staff and the new hire liaison.
Approve all Controller's P-card (Purchasing Credit Card) transactions with the documentation requirements and compliance guidelines.
Tracking departmental CPE (Continuing Professional Education) credits; collecting and verifying documentation; monitoring Individual progress for professional development.
Developing standard operating procedures for the Controller's Office.
Responsible for any changes and/or updating financial and audit reports on the website.
Making reservations for hotels, parking for conferences, and training required by staff. Submitting expense reporting for the Controller.
Notarizing documents for staff.
High school graduation or a G.E.D. certificate from a recognized issuing agency.
Five years of clerical office experience in progressively responsible roles.
Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
Ability to assume responsibility for independent completion of projects.
Ability to conceptualize the 'big picture' while paying attention to minute detail.
Ability to multi-task.
Ability to interface effectively with all levels of management and establish and maintain working relationships.
Ability to collaborate on projects and teams or committees.
Ability to communicate effectively, both orally and in writing.
Strong customer service skills.
Ability to independently research and present information.
Working knowledge of Microsoft Office Products and Excel.