Administrative Assistant/Financial Analyst

Troy, OH

Full Time

Sanitary Engineering

Entry Level

POSITION SUMMARY: Under general direction, performs a variety of complex and confidential administrative duties, financial analysis activities, data processing, and communications that facilitate the daily operations of the Miami County Sanitary Engineering department.

QUALIFICATIONS: Completion of four (4) years of high school or equivalent supplemented by additional education in finance or other closely related field, and more than one (1) year of relevant work experience, or an equivalent combination of education and experience.

DUTIES: Performs complex and confidential administrative tasks (prepares and coordinates resolutions for agenda review and action by the Board of County Commissioners, prepares and follows up on contracts, sets up office procedures, does research, etc.), assembles the monthly report for the Board of County Commissioners, formulates recommendations on policies and procedures for consideration by the Sanitary Engineer, performs non-routine assignments in support of department (independently composes and responds to non-routine correspondence, etc.), assists Sanitary Engineer's subordinates in the procedural aspects of expediting the work of the office, helps implement Sanitary Engineer's instructions, communicates activities and/or assignments to appropriate staff and arranges for the collection and submission of data, organizes the flow of clerical processes in the office, requisitions office supplies, assists with clerical and secretarial support for department, types meeting minutes, performs computer network backup, attends staff meetings and training seminars, may be required to drive for work purposes (depositing cash to County Treasurer, picking up mail, delivering documents to other county offices, etc.).

Analyzes financial data in order to accurately forecast budgetary requirements, compiles department budget based upon accurate financial projections and submits/presents the completed budget to the Sanitary Engineer and Board of County Commissioners for consideration, performs rate studies and facilitates changes as necessary to reconcile expenses with the financial goals of the department, monitors progress against debt retirement and recommends refinancing of existing debt if/when applicable, serves as the back up to the department Fiscal Specialist as necessary.

Uses database software resources to develop and maintain an organizational filing system specific to both archived and current documentation, manages both digital-based and hard-copy retention of data, trains and supports staff on the fundamental aspects of database software and how to utilize digital resources to meet organizational objectives, organizes data on the shared computer hard drive and establishes proprietary guidelines for staff access to such data, serves as department's records retention coordinator.

Uses automated office systems and word processing, spreadsheet, database management, and other software, produces typed copy from handwritten copy or oral instructions, coordinates mass mailings and public outreach initiatives, researches and produces tables, reports, correspondence, confidential or technical materials requiring special terminology, composes non-technical correspondence, proofs, corrects, and signs routine correspondence of a non-technical nature on behalf of the Sanitary Engineer, receives and controls incoming correspondence, handles sensitive telephone and personal contacts; provides direct response in situations which do not require personal attention or supervision, keeps Sanitary Engineer's calendar and schedules appointments and meetings based upon personal knowledge of Sanitary Engineer's workload, makes reservations for employee recognition and other special meetings for department along with handling the paperwork involved.

Serves as liaison between the Sanitary Engineering office and the Human Resources office on matters of personnel policy, interprets personnel policies and manages relevant issues affecting Sanitary Department employees in coordination with the Sanitary Engineer, ensures that policy manuals and documents are current and up-to-date, accurately reflecting the latest regulatory requirements, maintains current employee emergency contact data and identification badges, maintains internal departmental communications through the use of bulletin boards and other communiques.

Performs bookkeeping functions as needed, prepares summary sheets and maintains accounts payable, receives payments, issues receipts, and reconciles cash to receipts and stubs, assists with purchase order processing, prepares and/or proofs contracts and related materials for construction and consultant services, transacts/initiates property tax assessments as needed.

Greets and screens visitors and telephone callers, answers routine inquiries and public records requests, oversees the receipt, sorting, and distribution of incoming mail and the processing of outgoing mail, maintains network telephone directory, relays incoming, outgoing, and inter-office calls, notifies personnel of meetings or appointments, maintains postage machine, oversees control file process, interacts effectively with various intergovernmental agencies as well as non-public organizations conducting business with the County, acts as payroll officer as required.

These duties are illustrative only and you may perform some or all of these duties or other job-related duties as assigned.

HOURS	Monday – Friday 8:00AM-5:00PM
COMPENSATION	$18.00-$22.00/hour DOQ
FLSA	Non-Exempt from Overtime
BENEFITS	Medical, Health Savings Account County Contribution, Dental, Vision, Life & AD&D Insurance, Flexible Spending Accounts for Health & Dependent Care, OPERS Retirement with Employer Contribution of 14% (Higher for Law Enforcement), Deferred Compensation Programs, Paid Vacation & Sick Time, Paid Holidays, Employee Assistance Program, Tuition Discounts, Fitness Center Discounts

EQUAL OPPORTUNITY EMPLOYER STATEMENT: The Miami County Board of Commissioners, including those agencies under other elected officials, is an equal opportunity employer and does not make employment decisions in a discriminatory manner based on race, color, religion, gender, national origin, age, sexual orientation, gender identity, disabilities that can be reasonably accommodated, or veteran status. The County complies with all applicable federal and state laws, rules, and regulations.

This policy prohibits both discrimination based on any of the above-listed protected characteristics, retaliation against a person who opposes or complains about prohibited conduct, or participates in any way in the complaint, investigation, or reasonable accommodation processes.

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