Office Manager/Administrative Assistant/Payroll Clerk

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves as Office Manager/Administrative Assistant/Payroll Clerk and will be responsible for administrative duties, payroll for multiple departments, and social media/website maintenance and updates.

DUTIES:

• Prepares and processes payroll for multiple departments, including reviewing timecards, and verifying hours worked.
• Serves as internet content editor, creating, editing, and updating webpage content as needed, and serving as editor of social media, including designing graphics, writing posts, scheduling updates, and responding to inquiries real-time. 
• Develops and executes communication strategies, ensuring timely distribution of critical information, often adapting quickly to unforeseen events or urgent announcements. 
• Oversees Enterprise Fleet Lease Management client portal website, coordinates County’s vehicle maintenance program, scheduling routine maintenance and repairs, managing vehicle delivery and pick-up logistics, and training County personnel on usage of portal. Prepares lease payments. 
• Assists with vehicle registration titling, and fee processing for various departments.  
• Maintains office supplies and acts as Purchasing Agent for various County offices.
• Assists with audio/visual technology in main conference rooms. 
• Maintains and organizes publications in common areas, including hallways and main offices. 
• Answers telephone and greets office visitors, providing information, taking messages, or directing/transferring to appropriate department or individual. Assists Spanish speaking callers and visitors by translating and interpreting documents as needed. 
• Performs clerical functions, including preparing and posting meeting agendas and notices, processing incoming mail, preparing mass electronic mail, typing correspondence, labels and envelopes, entering data on spreadsheets, making copies, laminating documents, sending fax transmissions, and distributing job application forms as requested.
• Maintains electronic and physical calendar of reservations for meeting rooms and equipment and events in downtown County facilities.
• Performs duties of other Department personnel in their absence or as needed, including serving as Payroll Clerk as needed.
• Serves as resource to other County departments and the public, including performing Notary Public tasks as needed. 
• Attends social media meetings and trainings as required. Serves as Commissioners’ representative at various events as needed.
• Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK

• High school diploma or HSE.
• Must be at least 18 years of age.
• Must be fluent in Spanish with ability to speak and translate verbally and in writing English to Spanish and Spanish to English.
• Possession of and/or ability to obtain and maintain Notary Public license. 
• Working knowledge of bookkeeping principles, and ability to compute and perform arithmetic calculations.
• Working knowledge of standard office policies and procedures with computer skills, including word processing, spreadsheet, presentation, email, internet, and Department-specific software systems, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
• Working knowledge of standard English grammar, spelling and punctuation, and ability to
• prepare correspondence and reports as required. 
• Working knowledge of basic filing systems and ability to create and maintain accurate and complete files and records.
• Ability to properly operate standard office equipment, including computer, printer, telephone, switchboard, fax machine, postage meter, copier, and laminator.
• Ability to effectively communicate orally and in writing with co-workers, other County departments, various organizations and agencies, media, vendors, BMV, and the public, in a courteous and tactful manner, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.  
• Ability to design and perform updates on social media and websites. 
• Shall comply with all employer and Department 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 and records according to State requirements.
• Ability to understand, memorize retain and carry out written or oral instructions and present findings in oral or written form.
• Ability to compare or observe similarities and differences in data, compile, collate, or classify data, analyze and evaluate data and make determinations based on data analyses.
• Ability to work alone or in a team environment with minimum supervision, work on several tasks at the same time and work under time pressure.
• Ability to apply knowledge of people and/or locations, and plan and layout assigned work projects.

II. RESPONSIBILITY:

• Incumbent performs standard, recurring duties according to Department and County policies and procedures, with priorities primarily determined by supervisor and service needs of the public. Incumbent receives close supervision, with work reviewed for technical accuracy and adherence to instructions/guidelines. Errors in incumbent's work are usually prevented through complete prior instructions from supervisor and are detected through notification from other departments. Undetected errors may result in loss of time for correction and inconvenience to other departments, agencies or the public.

III. PERSONAL WORK RELATIONSHIPS:

• Incumbent maintains frequent contact with co-workers, other County departments, various organizations and agencies, media, vendors, BMV, and the public for the purpose of exchanging information and rendering service. 
• Incumbent reports directly to Commissioners' Executive Assistant.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

• Incumbent performs duties in a standard office environment, involving sitting/standing/walking at will, sitting for long periods, lifting/carrying objects weighing up to 50 pounds, keyboarding, handling/grasping/fingering objects, speaking clearly, and hearing sounds/communications.