Office Manager/Administrative Assistant

Overview

Date Posted:
1/10/2018
Job Code:
AdmAstO4gr
Location:
Citizens Square
Address:
200 E Berry St
City:
Fort Wayne
Department:
Northeast Indiana Regional Coordinating Council (NIRCC)
Base Pay:
$17.43/hour
Closing Date:
January 24, 2018
Category:
Office/Clerical

Description

 

This position is offered a comprehensive and competitive benefits package, which includes:

  • Medical, dental, vision and more
  • Generous paid time off and holidays
  • Retirement plan with up to 5% matching

This position is full-time, nonexempt, classified and covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

Hours are 8:00 am - 4:30 pm and as needed; 37.5 hours/week; overtime as required

Under the direction of the Executive Director, the Office Manager/Administrative Assistant is responsible for providing administrative and financial support to the Northeastern Indiana Regional Coordinating Council (NIRCC).

ESSENTIAL FUNCTIONS:

  • Responsible for preparing and submitting payroll.  Reviews timesheets and attendance records and manages personal time-off.
  • Manages department accounts, ledgers and purchases; prepares requisitions, processes and tracks claims.
  • Assists with preparation of the annual budget and related work programs.
  • Prepares financial information for quarterly reports and creates invoices for reimbursements.
  • Responsible for scheduling council and board meetings, including sending notices, preparing agendas and taking accurate meeting minutes; maintains schedules for Executive Director and senior staff.
  • Maintains contact and email distribution lists for public outreach and other office functions.
  • Processes, directs, tracks and conducts follow-up on public notices and information requests.
  • Assists staff with managing development plans and routings.
  • Organizes, assembles and publishes staff reports and other NIRCC documents.
  • Maintains inventory of assets and supplies and makes purchases when needed.
  • Monitors Executive Director’s email and calendar and responds and/or forwards information, as appropriate.
  • Makes travel arrangements for agency business.
  • Answers telephone and greets office visitors; directs calls and/or visitors to appropriate staff.
  • Performs all other duties as assigned, including overtime as required.

Minimum Requirements and Working Conditions

 

REQUIREMENTS:

  • High School Diploma or GED and more than a year of office, bookkeeping and/or administrative experience
  • Associate’s Degree in business or related field preferred
  • Strong organizational and scheduling skills in order to manage multiple tasks and arrange meetings with local, state and federal officials and arrange business trips for senior staff
  • Strong verbal and written communication skills
  • Excellent computer skills with the ability to use Microsoft Office and other job related software
  • Strong customer service skills in order to answer telephones and greet office visitors in a courteous in professional manner
  • Ability to maintain strict confidentiality in order to manage and maintain confidential information such as personnel files
  • Ability to learn and use publishing software such as Adobe Pro and PageMaker
  • Ability to use computer, calculator, printer, fax machine, scanner, copier and other job related equipment

WORKING CONDITIONS:

The Office Manager/Administrative Assistant performs work in standard office setting with frequent sitting the ability to move about freely.  Some lifting of up to twenty pounds and bending exists.  The Office Manager/Administrative Assistant performs frequent typing and very frequent attention to detail and proofreading.