Administrative Assistant

Madison County Council of Governments

Starting Salary Range: $45,000 depending upon qualifications with an excellent benefits package.

Salary depends on incumbent qualifications and will include medical, dental, vision, life insurance, social security, and retirement pension through the Indiana Public Retirement System (IN-PRS). Additional benefits include a competitive package with compensatory time, training/traveling expenses including per diem, and vacation/sick leave.

Position Descriptions/Qualifications:

MCCOG is looking for a qualified individual to perform this position, an individual must be able to satisfactorily perform each essential duty. The requirements listed in this description represent the required knowledge, skill, and/or ability.

The incumbent serves as the Administrative Assistant for the Madison County Council of Governments and is responsible for managing and tracking agency payroll, benefits, and other needed agency-related tasks. The incumbent is responsible for ensuring the efficient operation of the MCCOGs’ office. They serve under the general supervision of the Office Manager and the Executive Director and have autonomy in many aspects of their work.

As noted above, the incumbent serves as a mid-level administrative staff in assigned work areas. The incumbent will be responsible for administering and completing their assigned work. Incumbents are expected to exercise greater independence and judgment, receiving general supervision from senior-level management.

Responsibilities:

Oversees office functions relating to payroll, including orienting new staff regarding policies, procedures, and expectations and maintaining frequent communication with other staff to inform them of organizational developments.

Collaborates with other administrative staff, support personnel, management, agency staff, and outside contacts on a regular basis.

Performs various office functions, including answering the telephone and greeting office visitors, directing calls and visitors, or taking messages. Faxes, copies, collates, files, mails, and emails documents as requested. Provides information on Census, traffic counts, and other data to the public when requested or sends requests to the appropriate agency staff member.

Prepares bi-weekly payroll, reviews timesheets for accuracy and appropriate coding, handles fringe benefits and deductions, and records employee time off, such as holidays, vacations, sick leave, other personal days, and compensatory time.

Prepares some federal invoices based on payroll data and other general expenses. Assists the Office Manager when needed or requested.

Research appropriate information regarding fringe benefits, payroll deductions, and other required personnel-related or policy-related matters to assist the Executive Director and Office Manager.

Acts as the recording secretary for the MCCOG Policy Committee meetings, including sending out agendas, tracking attendance, preparing meeting minutes, posting minutes and agendas to the agency website, distributing meeting materials, as well as sending out emails regarding other agency approvals, such as resolutions, and recording votes when necessary.

Procures, orders, and tracks necessary supplies.

Performs related duties as assigned and unassigned.

Ability to:

Attending administrative detail utilizing initiative, problem analysis techniques, good judgment, and confidentiality.

Work with all levels of organization; understand and apply knowledge of department and/or organizational policies and procedures to resolve complex issues and meet the needs of internal and external customers.

Multi-task and problem-solve with working knowledge of a variety of complex programs, agency teams, and/or the organization.

Make administrative/procedural decisions and judgments.

Communicate effectively, both orally and in writing. Excellent command of grammar and spelling skills.

Focus on customer needs and follow through to meet needs.

Research, gather, and review data; compile information; and prepare accurate, comprehensive reports with deadlines.

Maintain calendars and schedule appointments utilizing electronic scheduling software.

Create, compose, and edit written materials.

Function with strong attention to detail.

May supervise administrative support workflow/activities and provide feedback relative to performance.

Qualifications Required:

High School Diploma or GED, or higher level of education, such as an Associate’s degree (preferred) or a minimum of five years of experience in bookkeeping and clerical accounting experience or similar work required, or a related combination of education and experience is required.

Working knowledge of standard office policies and practices and the ability to apply such knowledge to various interrelated processes, tasks, and operations.

Working knowledge of standard English grammar, spelling, and punctuation, and ability to type with speed and accuracy and properly operate various standard office equipment, including computers, printers, telephones, typewriters, calculators, fax machines, and copiers.

Ability to perform general math and accounting procedures, accurately review financial data, and understand and research fringe benefits and other personnel matters.

Ability to understand and follow oral and written instructions, work on several tasks simultaneously, and complete assignments effectively amidst frequent distractions and interruptions, often under time pressure. Ability to work alone with minimum supervision and with others in a team environment. Ability to effectively communicate orally and in writing with co-workers, other town, city, and county officials, state and federal agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to occasionally work extended, weekend, and/or evening hours, and occasionally travel out of town, but not overnight.

Possession of a valid driver's license and demonstrated safe driving record.

Part of the preferred skill set will also include experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Adobe DC or willingness and ability to learn.

Send resume and cover letter via email: Send a cover letter and resume to the following individuals.

Jerrold Bridges, Executive Director: jerry@heartlandmpo.org

Susan Drinkut, Office Manager: susan@heartlandmpo.org

Questions: All questions should be emailed to the addresses noted above.

Application Deadline: The position will remain open until filled. Initial review of credentials will begin within fourteen (14) days of job posting. Applications will be reviewed on a rolling basis until the position is filled.

MCCOG is an Equal Opportunity Employer and reserves the right as the employer not to hire.