Office Assistant Senior

DEPARTMENT: Community Mental Health  (East)  

HIRING AUTHORITY:  Director

FLSA STATUS:  Non-exempt

EMPLOYMENT RELATIONSHIP:  Just cause subject to probationary period

CURRENT HOURS AND STARTING TIME:  Full-time position (37.5 hours per week)  The starting time for this position is 8:00 a.m.

GENERAL SUMMARY: 

Performs a variety of clerical accounting duties which require an understanding of departmental operations, a high degree of accuracy and independent judgment. Determines eligibility for programs funding in following policies and program directives.

Performs data entry for record keeping, tracking, registration, inventory and ordering.

Maintains inventory of perishable/non-perishable supplies and materials.

Updates and maintains computer records at the office, County and State of Michigan level.

Processes invoices as accounts payable/receivable, prepare and submit requests for payment of invoices and post payments entries.

Answers procedural questions regarding various departmental functions, duties, actions and procedures, schedule appointments, set court dates, etc.

Assists customers in person, on line or over the telephone.

Receives (cashier), process and deposit payments/money for fees, fines, assessments, permits, tax payments, prepare and make daily bank deposits, etc.

Performs bookkeeping to balance accounts, requests check, make journal entries, maintain spread sheets, etc.

Prepares a variety of documents and correspondence using personal computers, printers, email, and other electronic means for Department Heads, Elected Officials, Managers, Supervisors and others.

Operates a variety of computer database software programs required for efficient operation of services. 

Manages and accounts for petty cash operations.

Arranges Interpreter Services, coordinate scheduling and process billing arrangements.

Enters payroll data, run verification reports, split time to multiple funding sources.

Audits accounts (internal/external), verify debits/credits, apply appropriate adjustments and update account status.

Reviews forms, letters and legal documents for accuracy, correcting errors or rejecting forms to the originator to have them corrected and resubmitted.

Maintains a variety of department, program and office operational records including registrations, licenses, credentials of staff, attendance, property/land ownership, leases and contracts, etc.

Provides office administration and phone support to department staff, supervisors, managers and department directors.

Schedules appointments, events, hearings and or meetings for staff, consultants, attorneys and others.

Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.

Performs related work as required.

Required Education and Experience

• High school diploma or GED equivalent
• One (1) year of office clerical work experience 

Required Licenses or Certifications

• Possession of a valid Michigan driver’s license, operable automobile and insurance

Preferred Education and Experience

• Associates degree or higher
• Three (3) or more years of office clerical, bookkeeping or accounting related work experience

Knowledge of:

• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review (Financial/Electronic Medical Records, Court Case Management and others)

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
• Assigning, prioritizing, monitoring, and reviewing work assignments

Ability to:

• Provide excellent customer service to both internal and external customers with tact and courtesy
• Effectively speak, write and understand the English language
• Speak and understand a language other than English is preferred
• Understand and carry out oral and written directions
• Meet schedules and deadlines of the work
• Accurately organize and maintain paper documents and electronic files
• Work independently
• Work in environment which embraces the county’s Dignity Campaign 
• Maintain the confidentiality of information and professional boundaries
• Perform moderate level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and account for large sums of cash/money
• Understand and follow complex registration, eligibility and enrollment guidelines

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

 

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

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. 

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

Demand	Frequency	Description
Physical	N/S	O	F/C
Balancing	X			On even or uneven surfaces/ground
Bending	X			Tasks involve forward or backward bending at the waist
Climbing/Working at Heights	X			Tasks involve climbing up or down stairs, ladders, scaffolding and platforms
Crawling	X			Inspecting in confined spaces.  Moving about on hands and knees
Digging	X			Tasks involve manual digging
Driving		X		Tasks involve operating any motor powered vehicle on sealed and unsealed roads
Grasping		X		Tasks involve gripping, holding, clasping with fingers or hands
Kneeling		X		Tasks involve flexing/bending at the knees and ankles to work at low levels
Leg/Foot Movement	X			Tasks involve use of the leg and/or foot to operate machinery
Manual Dexterity			X	Tasks involve fine finger movements i.e., keyboard operating, writing
Lift/Carry				Tasks involve raising/lowering or moving objects from one level/position to another (covered by the items below)
Up to 10 pounds		X
11-24 pounds		X
25-34 pounds		X
35-50 pounds	X
51-74 pounds	X
75-99 pounds	X
Over 100 pounds	X
Push / Pull	X			Tasks involve pushing/pulling objects away from or towards the body
Reaching	X			Tasks involve reaching overhead with arms raised above shoulder height or forward reaching with arms extended
Sitting			X	Tasks involve remaining in a seated position during the task performance
Standing		X		Tasks involve standing in an upright position without movement
Walking		X		Walking considerable distances in the facility on multiple surfaces
Running	X			Running considerable distances in the facility on multiple surfaces

GENERAL REQUIREMENTS and DISCLAIMERS 

Complies with P.A. 390, as amended, known as the State's Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by these statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations. 

GRANT OR EXTERNALLY FUNDED POSITION - This position will continue only if sufficient grant or external funds are provided.

American Federation of State, County and Municipal Employees Local 411 (AFSCME) bargaining unit represents this position. Therefore, there may be contract language which could require consideration in the selection process.

Salary : $36,397 - $47,077