Harvey County

Office & Operations Specialist - Harvey County

Newton, KS

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POSITION SUMMARY

This position is responsible for providing administrative and operational support of the Planning & Zoning Department and providing exemplary customer service to members of the public.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

•         Provides customer service to internal and external customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.  

•         Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail.

•         Composes routine correspondence; proofreads and edits documents.

•         Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.

•         Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.

•         Assists in compiling financial data to assist in budget preparation for the Department and monitors expenditures against the approved budget.

•         Responsible for the accounting and related recordkeeping of the Department, includes preparing transmittals, financial reports, and bank deposits and reconciliations.

•         Receives and processes payments, applying payment to proper account and providing receipt of transaction when necessary.

•         Prepares and issues vouchers/requisitions for Departmental expenses; presents purchase orders and requisitions; forwards purchase orders to Administration; presents end of month printout/balance of purchases; and works with vendors to coordinate purchase.

•         Prepares department claims, submits for payments, receives revenues for the departments, and submits to Treasurer.

•         Issues water test kits to the public with instructions and information.

•         Assist in the preparation of meetings; attends monthly meetings and any special meetings, records and processes minutes.

•         Assists with field work, including sewer and well inspections and water tests.

•         Provides information to the public regarding regulations, sanitation, etc.

•         Assists in scheduling and writing inspection reports and distributes to appropriate parties.

·         Conducts special projects for departments.

·         Provides assistance and support to other team members as needed.

·         Other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

•         Associate's degree from an accredited college in Administration or Business and two (2) years of general administrative office experience.

•         Must possess a valid driver’s license.

SUPERVISORY RELATIONSHIPS

Reports to the Planning & Zoning Director. Works under the scope of general policies, procedures and objectives and is carried out in accordance with standard practices, instructions or previous training. This position carries out responsibilities in accordance with County Government's policies and applicable laws. Incumbent has no supervisory responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES

•         Knowledge of administrative policies and procedures of the County.

•         Knowledge of current office practices and procedures consistent for this position.

•         Knowledge of computer software consistent for this position.

•         Knowledge of principles and practices of budgeting, fiscal management, project management principles and techniques.

•         Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

•         Skill in accounting and accounts payable/receivable practices, procedures and methods.

•         Skill in researching and understanding complex written materials.

•         Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.

•         Ability to conduct field inspections and perform water sampling using appropriate methods and procedures.

•         Ability to adapt and take control of situations, dictating subordinate activities in a responsible manner.

•         Ability to instruct and train in methods and procedures.

•         Ability to organize, assign, and modify the work assignment of others, and (re)-establish priorities to meet deadlines.

•         Ability to establish and maintain accurate records of assigned activities and operations.

•         Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.

•         Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.

•         Ability to think quickly, maintain self-control, and adapt to stressful situations.

•         Ability to perform mathematical calculations required of this position.

•         Ability to communicate clearly, concisely and effectively in English in both written and verbal form.

•         Ability to instruct and train in methods and procedures.

•         Ability to organize, assign, and modify the work assignment of others, and (re)-establish priorities to meet deadlines.

•         Ability to prepare and maintain accurate and concise records and reports.

•         Ability to analyze facts and to exercise sound judgment in arriving at conclusions.

•         Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.

•         Ability to handle sensitive interpersonal situations calmly and tactfully.

•         Ability to maintain professionalism at all times.

•         Ability to maintain effective working relationships with individuals within and outside the organization.

•         Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.

•         Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description 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 or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

•         Essential Physical Functions of the position are provided in the Functional Job Analysis.

•         Ability to observe details at close range.

•         Communication is required for expressing or exchanging ideas so others understand.

•         Work has no exposure to adverse environmental conditions.

•         Work is generally in a moderately noisy office setting.

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. Anticipated start date for position is December 16, 2024. EOE.