Financial Secretary

Financial Secretary - Auditor

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

FLSA STATUS: Non-exempt

Incumbent serves as Financial Secretary for the Kosciusko County Auditor’s Office, responsible for providing support to Auditor, Chief Deputy, and department financial operations.

DUTIES:

Supervises workload of assigned staff, including ensuring assignments are completed promptly, planning, delegating, and controlling work assignments, and providing training.

Performs various secretarial duties, including, but not limited to, taking minutes, typing and/or proofing minutes, sending/emailing legal notices, sending various correspondence to departments, advertising special meetings, scheduling events as needed, preparing agenda’s and providing follow-up on incomplete or additional meeting information needed.

Processes receipts for various departments’ collections and EFT receipts from the County Treasurer’s Office and monies received in the mail, including proofing receipts, checking amounts, and appropriation numbers.

Processes dockets and writes checks according to required process and control accounts payable, including printing ledgers from financial software as requested.

Prepares and maintains log of County Abatement request, including collecting required documents, preparing for submission to County offices and advertising according to State requirements.

Serves as secretary to County Council, County Commissioners, and Redevelopment

Commission, including, but not limited to, attending meetings, preparing agenda and/or folders for meetings, taking minutes, typing and/or proofing minutes, and recording necessary documents. Prepares monthly financial reports.

Assists with budget process, including, but not limited to, sending annual budget information to all departments, preparing budget folders, collecting department data and entering accordingly, printing report of budget projection, assisting with salary ordinance preparation, and printing approved budget and forwarding to departments, and conducting data entry of approved budget into Department of Local Government Finance (DLGF) budget program.

Prepares and sends legal notices for advertising to local newspapers, and verifies advertisement notices from newspaper.

Prepares and maintains log of additional appropriations, including preparing appropriation ordinances and certified copy to submit to DLGF, sending signed certified copy of additional to DLGF following Council approval and submitting to Claims Deputy for complete process.

Assists with department payroll, including, but not limited to, entering new employees and making employee changes, updating employee deduction spreadsheets, gathering all department payroll vouchers, figuring non-child support garnishments, proofing for attendance errors, entering extra attendance, calculating payroll, creating deduction claim vouchers and dockets, completing payroll tax returns, printing W2’s and submitting electronically, and entering new pay rates annually.

Maintains spreadsheet and log of vehicle titles for all County owned vehicles.

Maintains riverboat distributions, including creating spreadsheet to determine monthly distribution, distributing monthly revenue of COIT and CEDIT, and quarterly/annual distribution of CVET, FIT and Riverboat revenue from State, creating claim vouchers and creating dockets and completing necessary forms for State.

Maintains wheel tax distribution, including distributing monthly wheel tax distribution to taxing units, logging daily wheel tax receipts, creating vouchers for disbursement of funds, creating dockets and accessing BMV Website to retrieve and print reports for processing.

Maintains Excise distribution, including resolving monthly Excise distributions, distributing monthly excise tax distributions, and resolving and logging monthly Aircraft/Watercraft.

Maintains property tax corrections, including taking corrections from Assessor or Auditor and calculate new taxes, logging corrections, using calculation sheet and making necessary correction in computer program, proofing corrections made by other deputies, and sending new tax statements and letters to tax payers. Posts taxpayers deductions to ensure correct tax bills are created.

Assists with collection of Innkeeper Tax, including creating and mailing annual remittance forms, sending late notices and logging submission of forms in excel spreadsheet.

Maintains record retention, including maintaining retention schedule and log of items stored, and preparing paperwork for permission to destroy or transfers records.

Prepares and mails Inter-Local Agreement for units, and creating invoices and quietus annual fees associated with Terminal Services Data.

Creates and mails letters to NFP for budget requests to Commissioners and County Council, prepares and mails NFP annual agreements after approval of budget and creating dockets for monthly/quarterly or annual disbursements.

Updates year end terms, such as additional appropriation advertising calendar, holidays and meeting dates, vacation advertising calendar and sends to department heads.

Maintains various correspondence for Auditor as needed, and various office, such as County

Attorney, local attorneys, KABS, and CVB.

Reads daily newspaper to confirm publications.

Collects information for FactBook surveys through accessing reports in appropriate computer programs.

Serves as back-up for Claims Deputy as required, and supports Auditor and

Chief Deputy when necessary.

Attends meetings and conferences as required.

Performs related duties as assigned.

JOB REQUIREMENTS:

High school diploma or GED.

Ability to meet all employer and department hiring requirements, including passage of drug test.

Thorough knowledge of and ability to make practical application of basic principles of accounting, and ability to make arithmetic calculations and prepare detailed reports.

Thorough knowledge of software used by the department and standard office procedures and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.

Thorough knowledge of standard English grammar, spelling and punctuation, and ability to prepare detailed reports as required.

Ability to properly operate various office equipment, including computer, calculator, fax machine, copier, money counter, and telephone.

Ability to supervise workload of assigned staff, including ensuring assignments are completed promptly, planning, delegating, and controlling work assignments, and providing training.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to 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 competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile individuals.

Ability to effectively communicate orally and in writing with co-workers, other County departments and agencies, County Council and Commissioners, Kosciusko County Convention and Recreation Visitors Commission, Convention and Visitors Bureau, Redevelopment taxing units, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

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 difference in data, compile, collate, or classify data, analyze and evaluate and make determinations based on data analyses.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, often under time pressure.

Ability to occasionally work extended, weekends, and/or evening hours.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing less than 25 pounds, keyboarding, speaking clearly, and hearing sounds/communication. Incumbent occasionally works extended, weekends, and/or evening hours.

Job Types: Full-time, Part-time

Pay: From $20.31 per hour

Expected hours: No more than 37.5 per week

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to Relocate:

• Warsaw, IN 46580: Relocate before starting work (Required)

Work Location: In person