Tippecanoe County
Meeting Secretary/Payroll Coordinator - Area Plan - COMOT III
Tippecanoe County, Lafayette, Indiana, us, 47903
Job Type
Full-time
Description
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Meetings Secretary/Payroll Coordinator for the Tippecanoe County Area Plan Commission (APC) and various committee meetings, responsible for taking and preparing minutes and related materials for meetings, maintaining organized document files, and preparing and processing department payroll.
DUTIES:
Prepares minutes for APC and various committee meetings, including attending and recording monthly meetings, taking notes, preparing minutes on computer, providing minutes to appropriate personnel for distribution, posting minutes to department website, printing to insert in legal minute books, preparing and mailing post-meeting correspondence and certification letters to local legislative bodies and petitioners, and ensuring proper signatures on legal documents. Answers telephone and greets office visitors, responding to inquiries, providing information and assistance, taking messages, or directing to appropriate individual. Receives emails regarding general APC mailbox, determines need/question, and responds when appropriate, or forwards to appropriate personnel or department. Performs various clerical duties as assigned or as needed, such as typing, copying and filing documents, entering data on computer, making telephone calls, stamping envelopes and ensuring agenda and report availability to the public at meetings, and providing training to public for navigating department website. Maintains various department databases, including zoning verification letters and floodplain elevation letters. Reviews local newspapers weekly, clips articles pertinent to department operations, and maintains department news clippings file. Receives payment and provides receipts for filing fees, department created maps and photocopies, including maintaining cash account and files quietus with Auditor and Treasurer, entering receipts in spreadsheet, maintaining current fund balances, reconciling monthly with Auditor's records, providing Executive Director with accounting of fund balances on a monthly basis, and recording, depositing and reconciling income from ABZA and zoning violation judgments. Prepares and processes department payroll as required for Executive Director review and approval, including reconciling county timesheets with detailed department database timesheets, maintaining and tracking paid leave records of department employees, resolving discrepancies with Human Resources (HR), and reconciling department records with Auditor's records. Assists Executive Director with preparation of annual county budget, salary statement, and revenue projections, and monitors department payroll portion of approved budget and funds. Prepares account transfers for Executive Directors' signature and filing with Auditor. Assists Executive Director in yearly preparation of Unified Planning Work Program (UPWP) and related Cost Allocation Plan in accordance with requirements of the Federal Highway Administration (FHWA) and Indiana Department of Transportation (INDOT), including preparing timesheets with work items for distribution to staff, and maintaining aggregated work records for quarterly billings, reimbursement, and subsequent year preparation. Aggregates and maintains work records for billings Small Urban and Rural Transportation Planning Grant (SURTP) for MPO work within Carroll County. Maintains department computer inventory of equipment, furniture and fixtures, conducts annual inventory, and prepares reports as needed. Periodically assists and/or performs duties of department personnel as needed. Performs related duties as assigned. Requirements
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
Associates Degree, or 2 or more years of college. Possession of Notary Public or ability to obtain Indiana notary license. Working knowledge of standard office policies and practices, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations. Working knowledge and experience in bookkeeping principles, and cost allocation plan preparation, and ability to use spreadsheets and databases, and accurately maintain and reconcile fund account records and prepare related reports. Superior knowledge of standard English grammar, spelling and punctuation, and ability to compose and prepare correspondence. Working knowledge and experience with Microsoft Office; Word, Excel, Outlook and Access. Ability to provide public access to or maintain confidentiality of department information and records according to State requirements. Ability to effectively communicate orally and in writing with co-workers, other County and City departments, various Committee members, area city/town councils, Indiana Department of Transportation and the Federal Highway Administration, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities. Ability to properly operate standard office equipment, including computer, printer, telephone, transcriber, copier, scanner, and fax machine. Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to understand, memorize, retain, and carry our written and oral instructions, and present findings in oral or written form. Ability to work alone with minimum supervision and with others in a team environment. Ability to work rapidly and with accuracy for long periods on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions, often under time pressure. Ability to perform financial calculations and accurately receive monies and maintain related accurate records. Ability to periodically assist and/or perform duties of department personnel as needed. Ability to occasionally work extended and evening hours.
II. RESPONSIBILITY:
Incumbent performs a variety of standard, recurring duties according to well-established department policies and procedures, with work priorities determined primarily by the Executive Director, formal deadlines, and/or service needs of the public. Incumbent receives general supervision with work reviewed for technical accuracy. Errors in incumbent's work are usually prevented through procedural safeguards and detected through supervisory review and/or notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction, work delays to other departments/agencies, and/or inconvenience to other agencies or the public.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County and City departments, various Committee members, area city/town councils, Indiana Department of Transportation and the Federal Highway Administration, and the public for purposes of exchanging information.
Incumbent reports directly to the Executive Director.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, hearing sounds/communication, close vision, handling/grasping/fingering objects, and lifting/carrying objects weighing less than 25 pounds. Incumbent occasionally works extended and evening hours.
Salary Description
$2,273.85 Biweekly
Full-time
Description
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Meetings Secretary/Payroll Coordinator for the Tippecanoe County Area Plan Commission (APC) and various committee meetings, responsible for taking and preparing minutes and related materials for meetings, maintaining organized document files, and preparing and processing department payroll.
DUTIES:
Prepares minutes for APC and various committee meetings, including attending and recording monthly meetings, taking notes, preparing minutes on computer, providing minutes to appropriate personnel for distribution, posting minutes to department website, printing to insert in legal minute books, preparing and mailing post-meeting correspondence and certification letters to local legislative bodies and petitioners, and ensuring proper signatures on legal documents. Answers telephone and greets office visitors, responding to inquiries, providing information and assistance, taking messages, or directing to appropriate individual. Receives emails regarding general APC mailbox, determines need/question, and responds when appropriate, or forwards to appropriate personnel or department. Performs various clerical duties as assigned or as needed, such as typing, copying and filing documents, entering data on computer, making telephone calls, stamping envelopes and ensuring agenda and report availability to the public at meetings, and providing training to public for navigating department website. Maintains various department databases, including zoning verification letters and floodplain elevation letters. Reviews local newspapers weekly, clips articles pertinent to department operations, and maintains department news clippings file. Receives payment and provides receipts for filing fees, department created maps and photocopies, including maintaining cash account and files quietus with Auditor and Treasurer, entering receipts in spreadsheet, maintaining current fund balances, reconciling monthly with Auditor's records, providing Executive Director with accounting of fund balances on a monthly basis, and recording, depositing and reconciling income from ABZA and zoning violation judgments. Prepares and processes department payroll as required for Executive Director review and approval, including reconciling county timesheets with detailed department database timesheets, maintaining and tracking paid leave records of department employees, resolving discrepancies with Human Resources (HR), and reconciling department records with Auditor's records. Assists Executive Director with preparation of annual county budget, salary statement, and revenue projections, and monitors department payroll portion of approved budget and funds. Prepares account transfers for Executive Directors' signature and filing with Auditor. Assists Executive Director in yearly preparation of Unified Planning Work Program (UPWP) and related Cost Allocation Plan in accordance with requirements of the Federal Highway Administration (FHWA) and Indiana Department of Transportation (INDOT), including preparing timesheets with work items for distribution to staff, and maintaining aggregated work records for quarterly billings, reimbursement, and subsequent year preparation. Aggregates and maintains work records for billings Small Urban and Rural Transportation Planning Grant (SURTP) for MPO work within Carroll County. Maintains department computer inventory of equipment, furniture and fixtures, conducts annual inventory, and prepares reports as needed. Periodically assists and/or performs duties of department personnel as needed. Performs related duties as assigned. Requirements
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
Associates Degree, or 2 or more years of college. Possession of Notary Public or ability to obtain Indiana notary license. Working knowledge of standard office policies and practices, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations. Working knowledge and experience in bookkeeping principles, and cost allocation plan preparation, and ability to use spreadsheets and databases, and accurately maintain and reconcile fund account records and prepare related reports. Superior knowledge of standard English grammar, spelling and punctuation, and ability to compose and prepare correspondence. Working knowledge and experience with Microsoft Office; Word, Excel, Outlook and Access. Ability to provide public access to or maintain confidentiality of department information and records according to State requirements. Ability to effectively communicate orally and in writing with co-workers, other County and City departments, various Committee members, area city/town councils, Indiana Department of Transportation and the Federal Highway Administration, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities. Ability to properly operate standard office equipment, including computer, printer, telephone, transcriber, copier, scanner, and fax machine. Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to understand, memorize, retain, and carry our written and oral instructions, and present findings in oral or written form. Ability to work alone with minimum supervision and with others in a team environment. Ability to work rapidly and with accuracy for long periods on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions, often under time pressure. Ability to perform financial calculations and accurately receive monies and maintain related accurate records. Ability to periodically assist and/or perform duties of department personnel as needed. Ability to occasionally work extended and evening hours.
II. RESPONSIBILITY:
Incumbent performs a variety of standard, recurring duties according to well-established department policies and procedures, with work priorities determined primarily by the Executive Director, formal deadlines, and/or service needs of the public. Incumbent receives general supervision with work reviewed for technical accuracy. Errors in incumbent's work are usually prevented through procedural safeguards and detected through supervisory review and/or notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction, work delays to other departments/agencies, and/or inconvenience to other agencies or the public.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County and City departments, various Committee members, area city/town councils, Indiana Department of Transportation and the Federal Highway Administration, and the public for purposes of exchanging information.
Incumbent reports directly to the Executive Director.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, hearing sounds/communication, close vision, handling/grasping/fingering objects, and lifting/carrying objects weighing less than 25 pounds. Incumbent occasionally works extended and evening hours.
Salary Description
$2,273.85 Biweekly