Job Description

Position Summary

The purpose of this position is to perform bookkeeping and administrative functions in support of the Department of Human Resources.

Essential Job Functions

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Answers the telephone and greets department visitors; responds to routine questions, provides information and assistance related to department functions, refers complex issues to appropriate department members.
• Provides administrative support to the Director of Human Resources and departmental staff as assigned.
• Manages the office\'s administrative operations, including bookkeeping, budget maintenance, personnel record keeping and coordination of activities within the department.
• Serves as purchasing agent for the Department; processes purchase orders, claim vouchers and budget transfers; obtains quotes, reviews invoices; maintains vendor files, purchasing records, contracts and agreements.
• Assists in preparation of the Department\'s annual budget and administers budget on a day-to-day basis; records and monitors expenditures and revenues; reconciles budget reports to department records monthly.
• Manages retention and destruction of department records according to State and County regulations-prepares records for digitization.
• Reviews biweekly payroll for the department and prepares for Director\'s approval.
• Monitors hours of part-time employees to ensure compliance with ACA and to ensure paperwork is submitted when employment ends.
• Maintains accident and injury records for OSHA.
• Organizes new hire drug and alcohol testing; coordinates random testing cycles with departments.
• Generates various manual or computerized activity, financial and statistical reports; submits reports to appropriate individuals or departments.
• Ensures all employment law posters and postings are up and current throughout all City buildings.
• Monitors inventory levels of department equipment and supplies; performs minor troubleshooting and initiates quotes and orders for new or replacement materials.
• Will help coordinate and conduct new employee orientation meetings.
• Performs a variety of miscellaneous clerical functions, including typing forms, letters and reports, maintaining files, making copies, sending and receiving faxes, preparing outgoing mail and opening and distributing incoming mail.

Non-essential Job Functions:

• Performs other related duties as required.

Knowledge, Skills & Abilities

• Ability to acquire knowledge of government budgeting, accounting and operating procedures and personnel language, principles and techniques.
• Ability to compile, coordinate, classify, record and tabulate data.
• Ability to utilize a variety of reference and descriptive data and information.
• Ability to coordinate multiple tasks or activities simultaneously.
• Ability to exercise discretion in identifying and selecting from alternative courses of action.
• Ability to communicate effectively; includes ability to speak and write clearly and to interact with City employees and vendors to exchange information and resolve problems.
• Ability to maintain confidentiality of highly sensitive data.
• Ability to perform addition, subtraction, multiplication and division, and to calculate decimals and percentages.
• Ability to operate a personal computer utilizing word processing, spreadsheet, database management, desktop publishing, presentation, scanning, internet and other software applications as may be necessary to perform essential job functions.
• Ability to utilize a variety of equipment associated with administrative functions, such as a computer, copier, printer, scanner, and fax.
• Ability to exert light physical effort, which may involve the lifting, carrying, pushing and/or pulling of objects and materials weighing 12-25 pounds.
• Ability to work extended periods of time at a keyboard or workstation.

Qualifications Required to Perform Essential Job Functions

• High school diploma or GED, supplemented by college level course work or vocational training in business administration, bookkeeping and/or personal computer operations.
• Three (3) to five (5) years\' experience that includes progressive responsibility in office work, budget preparation, basic bookkeeping and personal computer operations.
• Or any equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position.
• Must possess and maintain a valid Indiana driver\'s license.

The City of Carmel, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities.

Government Jobs