Executive Assistant

POSITION DESCRIPTION COUNTY OF WARRICK, INDIANA

POSITION: Executive Assistant

DEPARTMENT: Commissioners

WORK SCHEDULE: 8:00 a.m. – 4:00 p.m., M-F

JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)

STATUS: Full-time

FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The County of Warrick provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as Executive Assistant for the Warrick County Commissioners, responsible for assisting County Administrator, Human Resources, Board of County Commissioners, and IT Technology Director.

DUTIES:

Provides comprehensive administrative and clerical support to Commissioners’ Office including serving as primary point of contact for employees, vendors and public.

Answers telephone and greets office visitors, providing information and assistance, taking messages, responding to inquiries, and/or directing callers to appropriate individuals or departments.

Maintains office organization through receiving, sorting, and distributing mail, preparing copies, coordinating meeting room setup, managing shared calendars, and preparing Commissioner meeting agendas and books.

Performs financial and recordkeeping duties including reviewing accounts for outstanding balances and notifying employees of overdue invoices, maintaining credit card records and receipts, preparing claims and vouchers, and managing County vehicle checkout schedules.

Develops and maintains detailed spreadsheets for budget tracking, year to date balances, appropriations, transfers, and in-line transfers while ensuring accuracy and compliance with County procedures.

Issues Peddler’s permits, assists with APRA Requests, Restricted Access forms, and maintains ledger of applications.

Prepares holiday ordinance for approval by Commissioners of County-observed yearly holidays.

Monitors Security system in order to schedule closings. Administers physical security access including creating employee security badges, assigning access restrictions, and maintaining holiday security calendars. Maintains cybersecurity training records, updating user accounts for new and terminated employees.

Manages Animal Control online payment portal, processing monthly bank transfers and reconciling bank statements with website payout reconciliation. Conducts monthly audits of budget lines utilizing accounting software and internal spreadsheets ensuring fiscal accuracy. Updates and reconciles legal spreadsheets with County general ledger and processes invoice tracking for legal expenditures.

Provides administrative and operational support to Human Resources providing Benefits Administration functions including all duties related to retiree benefit administration, managing billing, receivables, premium invoicing, payment processing, and responding to retiree inquiries.

Maintains accurate financial records through updating receivable spreadsheets, reconciling Quicken accounts, bank statements, payroll reports, and accounting general ledger balances.

Processes and codes employee health insurance invoices, preparing claims, and verifying retiree eligibility reports. Coordinates collection efforts for unpaid retiree premiums and assists with insurance reporting requirements including maintaining County driver eligibility lists and submitting updates to insurance carrier as required.

Performs all employee benefit enrollments and terminations and maintains all benefit documentation.

Reconciles Annual Solid Waste monthly medical payout with County paid on Medical for Solid Waste employees.

Provides backup support to Information Technology operations and administrative systems management. Serves as backup IT support including monitoring server temperatures, battery backup systems and IT Help Desk tickets as required. Serves as IT in Information Technology Director’s absence.

Performs user account administration, including establishing new employee email accounts, suspending terminated employee accounts, resetting locked passwords for software, email, and computer systems, and managing domain access permissions. Assists employees with two-step authentication setup and updates employee name changes within domain and email systems as needed.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

Associate’s degree in accounting or business administration required. Bachelor's degree preferred.

Must be at least 21 years of age.

Thorough knowledge of federal, state, and local human resources laws and regulations, and ability to apply such knowledge to a variety of interrelated tasks.

Working knowledge of federal, state, and local employment rules and regulations, such as Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), Equal Employment Opportunity Commission (EEOC), and Fair Labor Standards Act (FLSA), as they relate to assigned human resources functions.

Working knowledge of standard policies, practices, and legal requirements of the department and the ability to apply appropriate procedures accordingly.

Working knowledge of standard English grammar, spelling, and punctuation, and ability to properly use standard office equipment, including but not limited to fax machine, copier, telephone, printer, computer, and keyboard.

Ability to effectively communicate orally and in writing with co-workers, other County departments, state and federal agencies, outside agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Shall 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 provide public access to, or maintain confidentiality of, department information and records according to state requirements.

Ability to apply knowledge of people/places and compare similarities and differences between data and people.

Ability to work alone with minimum supervision and with others in a team environment, work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form and analyze data, and develop concepts or interpretations based on data analysis.

Ability to maintain accurate records, compile and prepare related reports. Ability to perform basic math calculations such as addition and subtraction.

Ability to occasionally work extended hours and evenings and occasionally travel out of town for training/continuing education, but not overnight.

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

II. RESPONSIBILITY:

Incumbent performs standard, recurring duties according to a flexible, customary routine, with priorities determined primarily by supervisors. Work is periodically reviewed for achievement of clearly specified desired results and conformity with department’s overall policies and procedures. Errors in incumbent's work are usually prevented and detected through standard bookkeeping checks and supervisory review. Undetected errors may result in loss of time for correction and inconvenience to other County departments and the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, state and federal agencies, other agencies, and the public for purpose of giving and receiving information, exchanging data, and providing assistance with human resources issues.

Incumbent reports directly to the Warrick County Administrator.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs a majority of duties in a standard office environment, involving sitting/standing/walking for long periods, sitting and walking at will, keyboarding, lifting/carrying objects weighing less than 25 pounds, speaking clearly, bending/reaching, hearing sounds/communication, grasping/handling/fingering objects, close/far vision, and color and depth perception.

Incumbent occasionally works extended hours and evenings and occasionally travels out of town for training/continuing education, but not overnight.

Job Type: Full-time

Pay: $47,761.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $47,761