Administrative Coordinator - Clark County, IN (Gov) : Job Details

POSITION DESCRIPTION COUNTY OF CLARK, INDIANA

POSITION: Administrative Coordinator

DEPARTMENT: Soil & Water Conservation District

WORK SCHEDULE: 8:00 a.m. -4:00 p.m. M-F (1/2 hour for lunch)

WORK LOCATION: In-Person Position

STATUS: Full-time

LOCATION: Clark County Agricultural Service Center (co-located with NRCS/ISDA) @ 9608 Highway 62, Suite 2, Charlestown IN 47111

Incumbent serves as Administrative Coordinator for the Soil & Water Conservation District, responsible for providing administrative support to the District Board of Supervisors, Executive Director, NRCS/ISDA personnel who are co-located in the office space.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

Associate's degree or equivalent.

Ability to meet all departmental hiring requirements, including but not limited to passing a Federal Background Check and attending/completing training,

Working knowledge of bookkeeping, customer service, and related software programs and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of standard English grammar, spelling, and punctuation and ability to prepare correspondence and written reports as required.

Knowledge of basic filing systems and ability to create and maintain accurate and complete department files.

Ability to operate standard office equipment, including computer, copier, calculator, scanner, laminator, and telephone.

Excellent computer and word processing skills, including high levels of training or experience in QuickBooks Pro, Microsoft Office Group (Word, Excel, Power Point, Outlook), and Microsoft Publisher, etc.

Ability to effectively communicate orally and in writing with co-workers, other County departments, County Council and Commissioners, Indiana Conservation Partnership employees and members, IASWCD personnel, State Board of Accounts personnel, customers, banks, schools, volunteers, Master Gardeners, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

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

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 out oral or written instructions and present findings in oral or written form.

Ability to work alone with minimum supervision at times and with others in a team environment.

Ability to work on several tasks at the same time.

Ability to apply knowledge of people and/or locations, and plan and layout assigned work projects.

Ability to occasionally work extended hours, weekends, and/or evenings and travel out of town for conferences/training, etc.

II. RESPONSIBILITY:

Incumbent performs a variety of relatively regular and standard duties with work priorities determined by a formal schedule, service needs of the public, and supervisor. Assignments are guided by definite objectives using a variety of methods or procedures. Periodically, decisions are made in the absence of specific policies and/or guidance from supervisor.

Assistance to SWCD Board of Supervisors:

Administers the activities that support the responsibilities of the District office, which includes, but is not limited to serving as the Secretary to the SWCD Board of Supervisors and attends monthly SWCD Board meetings.

Assists the District chairperson in planning and conducting monthly board meetings including the recording and preparing of minutes.

Files and maintains records; answering routine phone calls, email messages and correspondence; sorting and routing incoming postal mail; assembling and dispatching outgoing mail; providing information as needed by District staff and supervisors.

Assisting in formulating the business plan, annual plan of work, special meetings, special reports and general correspondence in conjunction with the District Chairman.

Maintains inventory of supplies and publications, ordering supplies as needed.

Develops creative ways to secure sponsorship for promoting District objective throughout the county and state.

Attends 90% of SWCD Board Meetings.

Maintains a work schedule as authorized by the District Board of Supervisors.

Performs other duties as requested by the District Board of Supervisors.

Financial Duties and Responsibilities

Serves as the fiscal officer for receiving and disbursed funds according to guidelines in the District Operations Manual and the Indiana State Board of Accounts (SBOA) Uniform Accounting Guide.

Ensures that a monthly written financial report is prepared for the Supervisors' review and approval.

Follows procedures for Internal Controls according to SBOA guidelines.

Maintains records of rental equipment as well as other income-producing programs.

Ensures that the DUNS number and Central Contractor Registration information is kept up to date.

Prepares payroll for non-county employees that have been hired by the District Board of Supervisors utilizing QuickBooks software including reporting wages and paying monthly withholding taxes, quarterly payroll taxes, etc.

Files the District Annual Financial Report (AFR) electronically on the IN Department of Revenue site.

Assists in planning and preparing the annual budget as requested.

Marketing and Outreach

Participates in the District's marketing activities, which includes but is not limited to, preparing the newsletter, press releases, information brochures, event fliers, etc.

Coordinates Stewardship Week activities and assists District staff in marketing activities as directed.

Coordinates meeting details for annual meetings, field days, technical tours, workshops and other meetings among the meeting principals and participants, which includes but is not limited to, arranging for meeting site, food, program, site arrangement, registration, and fees as requested.

Serves as Webmaster for the district website as well as maintains websites for special projects i.e. 319 Grant projects, etc.

Works with other agencies and partners to carry out the mission of the District including working with Urban Soil Health programs, Purdue Cooperative Extension, Municipal programs, etc.

Grant Writing

Prepares grant applications and other funding proposals as opportunities arise to enhance the District's program and/or accelerate the application of best management practices and technologies to improve soil and water quality and related natural resources in the county.

Track progress of grants including but not limited to tracking task accomplishment, cash and in-kind match, processing payments, etc.

Complete required grant reporting for grants as necessary.

Urban Conservation Phase II Program Assistance

Bill MS4 communities with which the District has MOAs, for assistance provided each month, and send receipts for monies received.

Assist Urban Conservationist by taking phone messages and receiving plans when necessary.

In absence of District Executive Director, type plan reviews and site inspection forms and distribute to necessary parties.

Post information concerning Stormwater Pollution and the SWCD Stormwater Program and activities on the SWCD web site.

QPI - post upcoming trainings on the Stormwater section of SWCD web site, receive registrations for trainings and deposit fees, receive renewals and deposit fees.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent communication with co-workers, other County departments, County Council and Commissioners, ICP Partners, customers, banks, volunteers, Master Gardeners, and the public for the purpose of exchanging information.

Incumbent reports directly to SWCD Executive Director and ultimately to the SWCD District Board of Supervisors.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing over 50 pounds, pushing/pulling objects, handling/grasping objects, fingering/pinching objects, reaching, crouching/kneeling, bending, close/far vision, color/depth perception, keyboarding, hearing sounds/communication, and speaking clearly.

Occasional duties involve working in an outdoor environment