Location:

18104 Cumberland Road - Noblesville, Indiana, 46060

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010.  Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”.  Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

                                                            POSITION DESCRIPTION

                                                  COUNTY OF HAMILTON, INDIANA

POSITION: Administrative Assistant

DEPARTMENT: Community Corrections

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m. M-F

STATUS:  Full-time

FLSA STATUS:  Non-exempt

HOURLY RATE: $28.4440

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document 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.

Incumbent serves as Administrative Assistant for Community Corrections, responsible for providing clerical/administrative support to department personnel.

DUTIES:

Performs various clerical duties as assigned or as needed, such as preparing correspondence and other documents, filing,  collecting/receipting payments, and assisting department personnel as requested.  Provides clerical support to the Executive Director. 

Answers telephone and greets office visitors, including determining purpose of call/visit, providing information, taking messages, scheduling appointments, or directing/transferring to appropriate individual or department.

Prepares and processes department payroll, including reviewing Kronos punches, posting hours worked, reviewing and posting overtime, calculating and posting leave on computer, and preparing and submitting via Inforum system and vouchers to Auditor.

Processes department vouchers, including verifying invoice items and documentation, obtaining vendor numbers, determining account numbers, submitting to Auditor after entering them into the county Inforum system, and entering in computer ledger.

Maintains current fund account balances in computer ledgers for multiple accounts on different fiscal years, and reconciles with Auditor's records monthly. Prepares monthly fiscal reports for the State, and any other financial reports as required or assigned. Periodically prepares special reports as assigned, such as cost and income projections.  Provides information during periodic audits as requested.

Assists in preparing annual department budget and grant applications, including projecting costs and typing forms.

Maintains inventory of office supplies, ordering items as needed. Maintains inventory of fixed assets, adding/deleting items as needed. Periodically researches prices for major equipment purchases as assigned.

Provides clerical assistance to Advisory Board monthly, including taking/preparing/disseminating meeting minutes, and typing drafts of materials for Executive Director.

Periodically performs duties of other clerical personnel in their absence.

Periodically attends job-related training, and periodically assists other personnel with seminar registration and travel/lodging reservations as needed.

Performs related duties as assigned.

I.  JOB REQUIREMENTS AND DIFFICULTY OF WORK:

Associates degree in bookkeeping or related area, or equivalent combination of education and experience.

Working knowledge of department policies, procedures, and related terminology, and basic understanding of criminal justice system, and ability to apply such knowledge to a variety of interrelated tasks.

Ability to type with speed and accuracy, and properly operate a variety of standard office equipment, including computer, printer, telephone/switchboard, copier, fax machine, and calculator.

Working knowledge of basic bookkeeping principles, and ability to make relevant arithmetic calculations in preparing payroll, preparing and maintaining budget records, and compiling various reports.

Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, program particpants, attorneys, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to understand and follow oral and written instructions, and appropriately respond to constructive criticism.

Ability to work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel 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/records according to state requirements.

Ability to occasionally work extended and/or evening hours, and occasionally travel out of town for training, sometimes overnight.

II.  RESPONSIBILITY:

Incumbent performs standard, recurring duties according to department policies and procedures. Incumbent works with supervisor in setting objectives and priorities. Errors in incumbent's work are usually prevented through procedural safeguards and legally defined procedures, and are detected through standard bookkeeping checks. Undetected errors may result in loss of time for correction and/or inconvenience to other departments/agencies or the public.

III.  PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, program participants, other law enforcement agencies, attorneys, counselors, and the public for the purpose of exchanging and explaining information.

Incumbent reports directly to the Executive Director.

IV.  PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting and walking at will, keyboarding, speaking clearly, hearing communication, close vision, handling/grasping objects, lifting/carrying objects weighing less than 25 pounds, bending, reaching, color perception, and exposure to potentially hostile/violent persons. Incumbent occasionally works extended and/or evening hours, and occasionally travels out of town for training, sometimes overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Administrative Assistant for Community Corrections describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.