Harvey County

Office Associate - Harvey County

Newton, KS

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Minimum starting rate: $17. 98

Employment type: Full-time

Work Schedule: Work schedule: 7 a.m. to 3:30 p.m. Monday - Friday

Summary: Under the general supervision of the Road and Bridge Director, this non-exempt position is responsible for administrative and clerical support of the Road and Bridge department and support functions for Harvey County. Work involves responsibility for maintaining data records for reporting, monitoring fuel consumption, submitting request for bids for fuel and overseeing its purchase, accounting, and answering questions of the public and vendors.

Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Prepare requisitions, invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheet, database, or presentation software.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Assist in gathering information for research, compiling data, and preparing papers and reporting for department head and reporting requirements.
- Attend meetings to record minutes.
- Greet visitors and determine appropriate course of action.
- Read and analyze incoming mail, documents, and reports to determine their significance and plan their distribution.
- Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
- File and retrieve documents, records, and reports.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- Record cost and time analysis of work on road and bridge projects.
- Maintain records of expenditures for budgeting purposes.
- Assist with purchasing of supplies.
- Assist with payroll.
- Research and conduct other projects as required.
- Responsible for maintaining records, general secretarial duties and working with staff and road crews.
- Handle public tactfully and courteously while answering phone calls and taking questions and complaints.
- Vacuum and take out trash.
- Read outside fuel meters, post and calculate daily fuel totals, and supervise fuel deliveries.
- Work to improve customer service.
- Work with other departments to ensure efficient and effective service delivery.

Marginal Duties and Responsibilities include the following. Other duties may be assigned.

Competencies:
Customer Focus and Public Relations - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Safety - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Able to read and effectively interpret information.
Accountability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

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.

Required Education and/or Experience:
Associate's degree (A.A.) or equivalent from two year-college or technical school; or one year to two years related experience and/or training; or equivalent combination of education and experience.

Preferred Education and/or Experience:
Associate's degree (A.A.) or equivalent from two year-college or technical school; or two to three years related experience and/or training; 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.

Mathematical Skills:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:
Must possess strong computer skills that at a minimum include Microsoft Office Suite products including Word and Excel.

Certificates, Licenses, Registrations:
Driver’s license
Underground storage tank operator A/B Certificate

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 use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to sit and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The attached Functional Job Analysis further defines the physical requirements of this position.

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.

Applications are available in the Administration Office of the Harvey County Courthouse, 800 N. Main St., Newton, KS, or you can apply online on this job posting.

Vacancy open until filled. EOE.