Bookkeeper-Office Manager

Bookkeeper/Office Manager

Under the direction of the County Extension Director, the Bookkeeper/Office Manager provides administrative support and performs daily office functions for the Allen County Extension Office. This position is covered as defined under the Board of Commissioners of the County of Allen Employee Handbook.

Essential Functions:

• Responsible for providing administrative assistance to County Extension Director and other educators including, but not limited to typing correspondence and proofing drafts, scheduling and setting up appointments and meetings, printing, assembling, and mailing newsletters.
• Takes minutes for staff conference in partnership with other administrative staff.
• Assists Extension Homemaker volunteers at the direction of the Health and Human Sciences Educator.
• Maintains multiple accounts in the Extension Education Fund along with grants and petty cash.
• Processes purchase requests, process purchase card receipts, and maintain account balances with Purdue University.
• Maintains detailed permanent records through ledger reconciliation for both Allen County and Purdue Fort Wayne Extension.
• Assists County Extension Director with developing departmental budget. Discusses performance of accounts and offers information on needs for the next year.
• Answers the department phone and greets office clientele, determines nature of call or visit, responds to inquiries, and/or directs individual to appropriate person or agency.
• Maintains database of numerous mailing lists used to produce labels and provide information to individual clients upon demand.
• Prepares purchasing requisitions and files claims with the Allen County Auditor's Office for payment.
• Complies with state and county regulations in performance of duties.
• Delivers bulk mailings to the Post Office and maintains records of expenditures and processes incoming mail.
• Completes county employee payroll and attendance records for the department, including entering hours worked and forwarding forms to the Auditor's Office for payment.
• Provides employees with status of their benefits, county services, and insurance.
• Sends out fliers, prepares spreadsheets for seminars with needed information on participants.
• Helps participants meet state requirements for certification.
• Maintains inventory of office supplies and equipment and requisitions supplies and publications as needed often through internet ordering, requesting quotes from Allen County or Purdue purchasing departments.
• Responsible for administering and maintaining website content and traffic in conjunction with Extension Educators.
• Maintenance and administration of Purdue Extension Allen County social media pages.
• Monitors, maintains, and trouble-shoots office machinery and contacts appropriate company if repairs are needed.

Performs all other duties as assigned, including overtime as required.

Requirements:

• Associates degree or certification program of comparable length.
• At least one (1) year of experience in bookkeeping, budgeting, payroll, accounting, and managing an office
• Knowledge of office management including interface with Microsoft Office, Quicken, and Filemaker Pro Database
• Training in business/accounting concepts and software applications
• Strong written and verbal communication skills
• Strong customer service skills
• Strong computer skills with the ability to use Microsoft Office and other job related software. Ability to use job related tools, including, but not limited to copier, multi-line phone, printer, collator, and postage meter.
• Must be bonded and insured by Purdue University

Performance Expectations:

The Bookkeeper/Office Manager performs work that is moderately complex when performing administrative work for County Extension Director and other educators. Understanding is needed for the practical application regulations and procedures while maintaining the department's accounts. Frequently discusses detailed information involving client/citizen problems.

Responsibility:

The Bookkeeper/Office Manager performs work that involves making choices and taking action when answering the telephone, receiving office clients, maintaining various accounts, depositing receipts and paying invoices. Errors are readily detected and corrected through supervisory review.

Personal Work Relationships:

The Bookkeeper/Office Manager maintains frequent contact with other County employees and the public when answering the telephones and corresponding via fax and email.

Working Conditions:

The Bookkeeper/Office Manager works in a standard office setting with ability to move about freely, some lifting of up to forty pounds, bending, pushing/pulling, reaching overhead, kneeling, crawling, climbing ladders, typing, exposure to dangerous temperatures, noxious odors, poisonous plants, and various insects. Frequent monitoring of equipment proofreading, exposure to noise and very frequent mental/visual effort and attention to detail exists.

Supervision:

None

Licensing:

Must be bonded and insured by Purdue University

Immediate Supervisor:

County Extension Director

Hours:

8:00 AM 4:30 PM and as needed; 37.5 hrs./week