Office & Operations Specialist

$40,019 - $40,019/Yr

Harvey County Courthouse - Newton, KS

Full-time - Entry Level

Newton, KS

Justice, Public Order, and Safety Activities

About the position

The Office & Operations Specialist at Harvey County is responsible for providing administrative and operational support to the Planning & Zoning Department while delivering exceptional customer service to the public. This role involves managing correspondence, maintaining records, assisting in budget preparation, and performing various office tasks to ensure efficient departmental operations.

Responsibilities

• Provides customer service to internal and external customers; addresses and resolves customer questions as able and refers complex inquiries to appropriate staff.
• Sorts, copies, and distributes 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 and paper filing systems to provide easy access to records and information; ensures retention of records as required by policies.
• Assists in compiling financial data for budget preparation and monitors expenditures against the approved budget.
• Responsible for accounting and related recordkeeping, including preparing transmittals, financial reports, and bank deposits and reconciliations.
• Receives and processes payments, applying them to the proper account and providing receipts when necessary.
• Prepares and issues vouchers/requisitions for departmental expenses; presents purchase orders and requisitions to Administration.
• Prepares department claims, submits for payments, and receives revenues for the departments, submitting to the Treasurer.
• Issues water test kits to the public with instructions and information.
• Assists in the preparation of meetings; attends and records minutes for monthly and special meetings.
• Assists with field work, including sewer and well inspections and water tests.
• Provides information to the public regarding regulations and sanitation.
• Assists in scheduling and writing inspection reports and distributes them to appropriate parties.
• Conducts special projects for departments and provides assistance to other team members as needed.

Requirements

• Associate's degree from an accredited college in Administration or Business.
• Two (2) years of general administrative office experience.
• Valid driver's license.
• Knowledge of administrative policies and procedures of the County.
• Knowledge of current office practices and procedures.
• Knowledge of computer software relevant to the position.
• Knowledge of principles and practices of budgeting and fiscal management.
• Skill in organizational and time management to prioritize duties effectively.
• Skill in accounting and accounts payable/receivable practices.
• Ability to conduct field inspections and perform water sampling using appropriate methods.
• Ability to communicate clearly and effectively in English, both written and verbal.

Nice-to-haves

• Experience with Microsoft Office Suite, particularly Microsoft Word and Excel.
• Familiarity with fiscal management and budgeting processes.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Flexible spending account
• Paid time off
• Employee assistance program