Financial Administrator/Drainage Board Secretary

Hendricks County Job Description

Title:   Financial Administrator/Drainage Board Coordinator Deputy

FLSA Status:  Non-Exempt

Department:  Surveyor                                                          

Supervisor:  Chief Deputy Surveyor/Office Manager          

PURPOSE OF POSITION:

Incumbent serves as the Financial Administrator/Drainage Board Coordinator Deputy, responsible for managing department funds and enforcing policies and procedures.

ESSENTIAL FUNCTIONS:

• Responds to financial inquiries regarding the Surveyor’s Office and Hendricks County Drainage Board, including meeting/discussing with complainants, and taking appropriate action to resolve valid complaints within department guidelines/policy.
• Assists with the management of financial accounts, legal/regulated drain certifications, regulated drain hearings, maintaining the annual regulated drainage assessments and accounts, and the General Drainage Improvement fund.
• Coordinates Surveyor’s Office and Hendricks County Drainage Board needs.
• Prepares letters and reports for County Surveyor and Hendricks County Drainage Board.
• Prepares maintenance construction and reconstruction data for the County Surveyor.
• Prepares all claims for Surveyor’s Office and Drainage Board.
• Process accounts receivables for the Surveyor’s Office and Drainage Board.
• Prepares claims to pay contractors for work completed on drains.

• Serves as Drainage Board Secretary, prepare packets for Drainage Board meetings, take minutes, transcribe minutes, create agendas, create PowerPoints, and present maps with GIS program for Board and public information. 
• Periodically meets with or contacts County Attorney for Drainage Board needs.
• Balances all Surveyors Office funds with Auditors Office and coordinates with Office Manager to correct any errors.
• Coordinated with related parties and gathers information for project check-in to be presented for approval to the Hendricks County Drainage Board.
• Prepares notices, memos, mailings, and records as needed.
• Maintains digital and physical filing system.
• Inventory and re-order consumables as needed.
• Receives and processes permit applications for encroachments, crossings and outlet requests, address verifications and plot plan reviews as needed.
• Receives visitors and refers to the appropriate person or department.

NON-ESSENTIAL FUNCTIONS:

• Perform other duties as assigned.

EDUCATION & QUALIFICATION REQUIREMENTS:

• Associates degree in business or related field or a minimum of 3 years in related position or similar work experience
• Maintain and possess a valid Indiana driver’s license
• Ability to assess County Program needs and effectively plan, coordinate, and oversee appropriate, cost-effective projects
• Ability to properly operate standard office and surveying equipment, including calculator, computer, printer, copier, telephone, scanner, plotter, digital camera, laser level, GPS equipment, and distance measuring device
• Ability to effectively use a variety of technical reference materials, and department software, such as network, GIS, word processing, and spreadsheets
• Ability to provide public access to or maintain confidentiality of department information/records according to federal and state requirements
• Ability to occasionally work extended, weekend and/or evening hours, and occasionally travel out of town for meetings and seminars, sometimes overnight
• Ability to create and use PowerPoint presentations
• Ability to effectively and tactfully deal with other people
• Ability to communicate well, both verbally and in writing
• Working knowledge of English grammar, spelling and punctuation
• Ability to effectively communicate orally and in writing with co-workers, other County departments and municipalities, regulation agencies, utilities, consultants and public
• Ability to plan and lay out assigned work projects, work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers and the public

• Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism
• Ability to work on several tasks at the same time, and complete work effectively amidst frequent distractions and interruptions
• Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons
• Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct

DIFFICULTY OF WORK: 

Incumbent’s duties are somewhat restricted in scope, but are of substantial intricacy, involving many variables and considerations.  Incumbent exercises independent judgment in ensuring compliance with federal, state and local codes and standard practices of the profession in planning and completing program requirements.

PERSONAL WORK RELATIONSHIPS: 

Incumbent maintains communications with co-workers, other County departments and municipalities regulating agencies, utilities, consultants, and the public for purposes of exchanging information, explaining/interpreting policies and procedures, coordinating projects, resolving problems, and directing personnel as needed.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs a majority of duties in a standard office environment involving sitting and walking at will, speaking clearly, listening to detail, and assisting co-workers occasionally with heavy/awkward equipment.

Occasionally works extended, weekend and/or evening hours, and occasionally travels out of town for meetings and seminars, sometimes overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT:

The job description for the position of Financial Administrator/Drainage Board Coordinator Deputy in the Surveyor’s Departments describes the duties and responsibilities in this position.  I acknowledge that I have received this job description, and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes______     No_______

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Applicant/Employee signature                                                    Date

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