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HomeMy WebLinkAboutBookkeeper III- Hadlock Shop AdministratorJob Title: Department: Division: Reports To: FLSA Exempt: Union: HIPAA: BBP: Salary Level: Location: Approved By: Approved Date: JEFFERSON COUNTY Job Description Bookkeeper III - Hadlock Shop Administrator Public Works/Central Services Road Maintenance/ Fleet Services Public Works Financial Manager/Central Services Fleet Manager NO Yes Level 3 No A3-G Port Hadlock Shop �,� Human Resources Directov(p- May 2022 SUMMARY: This position performs a variety of duties in support of administrative, bookkeeping, accounting and purchasing activities in the Road Maintenance and Fleet Divisions. ESSENTIAL DUTIES AND RESONSYBILITIES include the following. Duties may vary depending on divisions supported. Other duties may be assigned. Administrative Answers and directs incoming telephone calls, questions or refers the public to the appropriate person to respond to their questions, complaints and problems. Assists as necessary to explain standard procedures, material and equipment information, and other information on projects administered by the divisions. Provides information regarding services provided to other employees, agencies and the general public. Triages requests and assists other staff in ensuring requests are tracked until they are addressed. Provides dispatch/radio support for county personnel. May be required to report to county shop or emergency operations centers after hours to provide dispatch/radio support. Provides administrative support, maintains records, creates reports, and assists Road Maintenance Superintendent with division programs and special projects. Provides various personnel -related computer printouts on projects and budget status. Performs asset tracking in database software such as "Mobility". Provides detailed reports on projects, costs, down time, fuel consumption, equipment history and fleet preventative maintenance scheduling. Coordinates various projects, programs and activity schedules, such as, but not limited to, the Adopt -A -Highway, Confidential Plate Program, vehicle licensing, over-width.permits, ditch spoil and wood chip agreements. Coordinates various personnel activities including scheduling, documentation, and recordkeeping for programs such as employee training, annual hearing conservation program, and CDL and Medical Card records. Jefferson County Job Description: Bookkeeper III - Hadlock Shop Administrator Page 2 of 5 Processes claims for insurance recoveries for Roads and Fleet. Assists staff in scheduling appointments and making travel arrangements. Accountable for specific project steps, works in a team based environment and participates in the annual training program and annual performance evaluation process. Participates in team process to assist in developing the division budget for the department. Documents office policy and procedures. Participates in self -directed team process to set work level. expectations, goals and objectives. Periodically acts as team leader. Bookkeeping Assists Financial Manager with general ledger, year-end procedures, budgeting process and bookkeeping activities. Processes/prepares accounts payable/receivable for Road Maintenance Division. Inventories and charges road maintenance projects for materials received and used through voucher and payroll process. Processes accounts payable/receivable and provides recordkeeping for Fleet Services programs such as fuel card -lock system and fuel credit card accounts. Maintains fixed assets and small tool inventory records. Maintains and audits inventory in systems such as county gravel pits, emulsions and culverts. Coordinates cell phone accounts with duties that include accounts payable, auditing and recordkeeping. Maintains equipment and vendor purchase records, codes and inputs parts invoices to repair orders and accounts payable systems. Receives and issues parts from fleet management program. Assists Shop Foreman, Maintenance Superintendent and Fleet Manager to maintain shop inventories and records. Coordinates inventories and recordkeeping. Performs bookkeeping and recordkeeping tasks associated with personnel, daily and monthly payroll entries, monitors/audits compensatory time accrual. and use. Enters and audits material and equipment usage. Orders office supplies, maintains petty cash. Coordinates activities with Bookkeeper I, II and III positions on accounts receivable, accounts payable and payroll. Fleet Services Assists Fleet Services Division with fleet management program. Orders and receives parts, performs data entry, monitors costs, maintains inventory and prepares reports. Jefferson County Job Description: Bookkeeper III - Hadlock Shop Administrator Page 3 of 5 Coordinates fuel card -lock system, maintains fuel card database, monitors fuel -supply contract and inventory, schedules maintenance and repair. May be required to respond 24 hours per day/ 7 days per week to coordinate contractor/vendor repairs to fuel system. Coordinates above ground fuel systems, monitors and inventories fuel supply, and schedules maintenance and repair. Maintains files on supply contracts, licensing and environmental records. SUPERVISORY RESPONSIBILITIES This job has no direct supervisory responsibilities. May provide oversight, guidance and training to other administrative staff. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Anal ical-Collccts and researches data. Problem Solving —Works well in group problem solving situations. Technical Skills — Uses. a variety of computer software applications to complete duties; Pursues training and development opportunities; Shares expertise with others. Customer Service — Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills — Maintains confidentiality; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication - Listens and gets clarification; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Teamwork — Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit; Supports everyone's efforts to succeed. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversi .-Demonstrates knowledge of EEO policy; Promotes a harassment -free environment. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time. Planning/Organizing- Assigns priority and plans work activities; Uses time efficiently. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. uanti — Meets productivity standards; Completes work in timely manner. uali - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Creates high quality work product. Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-- Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. Organizational Support -Supports organization's values; supports affirmative action and respects diversity. Jefferson County Job Description: Bookkeeper III - Hadlock Shop Administrator Page 4 of 5 QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Associates degree (AA) in accounting, two (2) years as a Bookkeeper II and four (4) years related governmental bookkeeping experience, and/or training; OR High school diploma or GED, two (2) years as a Bookkeeper II, and six (6) years related bookkeeping experience and/or training; OR Two (2) years as a Bookkeeper I, two (2) years as a Bookkeeper II and four (4) years governmental bookkeeping experience; OR Equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to communicate clearly and calmly with agitated citizens. MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to solve problems and deal with a variety of concrete variables where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. COMPUTER SKILLS To perform this job successfully, an individual should have a working knowledge of complex database software, internet software, spreadsheet software, PDF software, word- processing software and the County's financial -management software. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of theory and practice of governmental accounting principles and methods of payroll and accounts payable. Knowledge of bookkeeping, accounting and secretarial processes. Knowledge of County standards, union contracts, personnel manual, forms and procedures as well as knowledge of fleet and parts management. Jefferson County Job Description: Bookkeeper III - Hadlock Shop Administrator Page 5 of 5 Ability to use a computer terminal, personal computer and software, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be required. Ability to work accurately and independently in a responsible manner to meet strict deadlines. Ability to be self -directed and conscientious with regard to deadlines, detail, completeness, and accuracy. Ability to keep information pertaining to payroll and personnel records confidential. Knowledge of County standards, forms and procedures, as well as knowledge of plat, surveys and Ability to adapt to changing and evolving technology including software programs, databases and smartphones. Ability to assign priority and organize tasks under imposed deadlines while completing daily tasks' on time. Ability to consult with department personnel and those in other departments in person or by phone regarding payroll, vouchers and computer assistance. Ability to perform assignments under conditions of frequent interruptions and crowded surroundings with a high standard for accuracy, completeness and efficiency. Ability to maintain a pleasant and courteous demeanor in dealing with the public in a sometimes stressful environment. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear, stand, walk, and sit, to use hands to finger, handle, or feel and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate but occasionally Ioud. The environment includes a vehicle/equipment shop with some exposure to exhaust and metalworking fumes. The environment -is usually dry and climate controlled but may include work in inclement weather or under adverse conditions.