Administrative Assistant

Company: County of Elk
Location: Saint Marys
Posted on: November 19, 2021

Job Description:

ELK COUNTY JOB DESCRIPTIONJOB TITLE: Administrative AssistantDEPARTMENT: Recycling/Conservation DistrictGENERAL SUMMARY: Under direction, perform secretarial and accounting services for Recycling office and Conservation District; process payroll, accounts payable and prepare related reports; serve as recording secretary to associated boards and committees; and as time and abilities allow, assist with customers and collections at community recycling center.ESSENTIAL DUTIES AND RESPONSIBILITIES:Conservation District:Prepares payroll biweekly. This includes:- Preparation of all Federal, State, and Local payroll tax payments and reporting to the proper agencies on a monthly/quarterly basis as required.- Preparation/submittal of all required annual reporting to Federal, State, and Local tax agencies.- Preparation of all payments for employee benefits such as retirement and health insurance, as well as court ordered deductions and levies.- Prepare checks for expense vouchers- Maintain confidential personnel files and assures W-4 and 1-9 documentation is current.Prepare all monthly and quarterly reimbursement requests for the Conservation District- District Manager Reimbursement: Quarterly-Watershed Specialist Reimbursement: Monthly-Solid Waste Enforcement Officer Reimbursement: Quarterly-DEP- Growing Greener Grant Reimbursement: Quarterly-PA DEP- Conservation District Fund Allocation: Annually-County of Elk- Allocation Request: Bi-annually- Dirt, Gravel & Low Volume Road Program: Quarterly*Preparing the reimbursement requests involves compiling all expenses for the designated time period, activity reports, and other auxiliary information. The secretary is also responsible for calculating the vehicle expenses and billing them to the appropriate program on a quarterly basis as part of the reimbursements.Receive permit applications, assign appropriate permit numbers, and process for review by District Conservation Manager; organize and update database and file system; distribute permits to appropriate agency. Deposit & track permit fees in appropriate accounts.Reconcile all ECCD bank accounts on a monthly basisProvide monthly Financial and Income & Expenditure Reports to the ECCD BoardAssist with events. Including organizing registration, collecting fees, coordinating lunch, assisting with set-up, etc. This may involve occasional weekends and evenings.Prepare the Annual Report for the District. Send physical and digital copies to the appropriate entities. Post on District's website.Recycling:Track receivables and expenditures for various recycling programs, analyze costs, prepare customer invoices, and submit purchase requests to county for recycling officeAnswer customer inquiries and provide training and educational information to volunteers.Sort materials, operate baler, assist with loading tractor trailers, record materials shipped; track and monitor shipments, tonnages and payments.Create, maintain and monitor spreadsheets on recycling program tonnages and expenditures; analyze data and assist with preparation of reports; assist with special collections and clean-up events; prepare documentation for grant reimbursement.Recycling & Conservation Both:Process accounts payable and accounts receivable for both offices using separate QuickBooks accounting systems.Track income and disbursements from checking accounts.Monitor budgets, prepare reports, and prepare for annual audits.Prepare draft annual budgets.Track expenditures and provide detailed expenditure reports for any grants received.Serve as recording secretary for Solid Waste Authority, Conservation District, ECCD Quality Assurance Board and Solid Waste Advisory Committee; attend meetings, record and prepare minutes; prepare meeting notices, agenda and information packets; keep records on appointments and attendance. Advertise the meeting information on the website and in the newspaper in compliance with the Sunshine Act. Assist directors with necessary state paperwork. Maintain records of director information.Prepare and submit grant reimbursement requests for multiple programs; gather data & expenditures and prepare reports, maintain and monitor budgets for each grant.Perform related office support duties; answer phone, file, distribute mail, assist with preparation of materials for programs, presentations and media communications. Order office supplies as determined by supervisor.Prepare new hire paperwork and maintain confidential personnel files.Make bank deposits & trips to the post office as needed.Attend trainings as determined by supervisor.JOB SPECIFICATIONS:Education/Employment: Any combination of education and experience which indicates possession of the skills, knowledge and abilities listed below. An example of acceptable qualifications for this position is completion of high school degree or the equivalent and additional coursework in business and office management, and up to one year of experience in related field. Incumbent must maintain a valid driver's license.Knowledge:Advanced knowledge of bookkeeping principles and practicesAdvanced knowledge of Microsoft computer applications, i.e., Microsoft Word, Excel, PowerPoint, Publisher, etc.Advanced knowledge of QuickBooks accounting softwareAdvanced knowledge of payroll practices & government regulations related to taxes and financesAbilities:Ability to contribute as member of a team and also work independently as neededAbility to present a strong customer service orientationAbility to follow to safety rules and regulationsAbility to prepare accurate and timely meeting minutes and reportsAbility to post information accurately to recordAbility to proofread numerical data with accuracy, detect errors and make corrections.Ability to add, subtract, multiply, divide and use basic mathematical formulas to solve problems.Ability to effectively respond to complaints from customersWorking Conditions:Work primarily involves working in a clean office setting. However, as time and abilities allow, assist with customers and collections at community recycling center.This job summary includes, but is not limited to, the position's essential functions. Management retains the discretion to add or change the duties of the position at any time.Applications must be in the Commissioner's Office by end of day Wednesday, November 24, 2021Job Type: Full-timeBenefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insuranceSchedule:
  • Day shift
  • Monday to FridayApplication Question(s):
    • This position would offer the opportunity to assist with customers and collections at community recycling center as time permits, are you willing and capable to do this and lift up to 50 lbs.? This is not a job requirement.Education:
      • High school or equivalent (Preferred)Experience:
        • Microsoft Office: 3 years (Preferred)
        • QuickBooks accounting/ invoicing: 1 year (Preferred)Work Location: One location

Keywords: County of Elk, Erie , Administrative Assistant, Administration, Clerical , Saint Marys, Pennsylvania