Financial Coordinator/ Administrative Specialist

Job Title:
Financial Coordinator/ Administrative Specialist
County Name:
York County
Position Summary

The Financial Coordinator/Administrative Specialist is responsible for overseeing the day-to-day financial and administrative activities of the Conservation District.   He/she is responsible for maintaining the financial accounts and supporting records for the District, and handling the financial transactions of the District, including but not limited to accounts payable/receivable and banking deposits. This position will work closely with the District Manager, Assistant Manager, Watershed Specialist and department heads on a variety of administrative assignments. He/she will serve as the Recording Secretary for the monthly District Board of Directors’ meeting.

Essential Duties and Responsibilities

 

  • Maintain the financial accounts & supporting records for the District, and handle the financial transactions of the District, including but not limited to accounts payable/receivable and banking deposits.
  • Become fully trained in the usage of the Tyler Munis financial system used by the county.
  • Become fully trained in the usage of PSU’s Center for Dirt and Gravel Roads GIS reporting system.
  • Prepare and coordinate financial records for annual audit. 
  • Initiate and complete quarterly grant reports.
  • Issue District invoices, process, and record cash, check and credit card payments.
  • Maintain quarterly reimbursement report spreadsheets.
  • Prepare required state sales tax forms and related documents in a timely manner.
  • Maintain various petty cash accounts.
  • File and maintain records of assigned programs.   Assemble files for archive storage.
  • Process invoices for copier use by other departments.
  • Provide administrative support to the District Manager and Assistant Manager in confidence.
  • Provide administrative support to the Watershed Specialist’s and Education Coordinator’s programs. 
  • Assist with all phases of preparation of mailings, including certified mailings, bulk, and general mailings. Also assist with coordinating the development and updating of various District mailing lists.
  • Assist Assistant District Manager with maintaining the District Policy Manual.
  • Update District team sheets with support from the Administrative Assistant.
  • Be willing to assist in program development and refinement upon request.
  • Assist with the District’s annual programs: Envirothon, Clay Shoot, Annual Awards Picnic and other special projects of the District.
  • Serve as the Recording Secretary at the District Board meetings.
  • Process minutes of committee meetings as assigned.
  • Serve on various committees as assigned.
  • Coordinate travel arrangements and reports for District staff and directors.
  • Process mileage reimbursement invoices for departments using District vehicles.
  • Serve as the time and attendance keeper for District employees.
  • Maintain office supplies and replenish/order as needed.  
  • Assist the Assistant Manager with overseeing the annual Seedling Sale per guidance of the Tree Sale Committee.
  • Works beyond normal working hours and on weekends when necessary.
  • Serve as back-up to administrative and reception staff in their absence.
  • Develop and maintain procedures manual for various routine tasks performed for reference and guidance to others in your absence.   
  • Other reasonable duties as assigned by supervisor.

 

Essential Requirements

EDUCATION and EXPERIENCE

  • Associates degree in Business Management, Accounting or equivalent.
  • Proficient clerical, reception, and office administrative skills.
  • Minimum of 5 years related experience.
  • Must possess computer skills including Microsoft Word, Excel, Access, Publisher, Outlook and QuickBooks.
 
LICENSE and SKILLS
  • Must possess PA driver’s license and a clean driving record.
  • Must qualify to be bonded by the District’s bond insurance provider.
  • Must be able to communicate effectively verbally and in writing.
  • Bookkeeping knowledge including administration of accounts payable and receivable and basic accounting auditing is required.
  • This is a moderately stressful position dealing with multiple tasks, deadlines, program requirements, budgets, and personnel.
  • Must have knowledge on how to maintain time and attendance information for district employees.
  • Must be a minimum of 21 years of age.  
Posting Date:
Tuesday, January 11, 2022
Expiration Date:
Monday, February 28, 2022
Contact Name:
Luana Taylor
Contact Link:
Luana Taylor