Department: Allen County Department of Environmental Management FLSA Status: Non-Exempt
Classification/Level: Office Support, PG-6 Date Last Reviewed: 12/2024
Under the direction of the Director of the Allen County Department of Environmental Management, the Office Manager manages the finance and accounting functions of the Department, provides administrative support to the Director and staff, and oversees and manages the overall office operations. This position is covered, as defined by The Board of Commissioners of the County of Allen Employee Handbook.
ESSENTIAL FUNCTIONS:
- Reviews, processes, and approves invoices and/or claims in Workflow to ensure accuracy and completeness.
- Ensures all deadlines set by the Auditor’s office are met for invoice and claim submissions.
- Resolves billing and/or purchase order (PO) related issues with vendors and departments.
- Manages the department's PCard account, including monitoring transactions and ensuring compliance with policies.
- Manages the Networkfleet account, verifying accuracy and overseeing account activity.
- Verifies contract prices to ensure payments align with agreed terms.
- Ensures payments are accurately allocated to the correct program fund line.
- Receives and processes payments from tipping fees and department program user fees, verifying accuracy.
- Handle the department's marketing and media buying, including designing print ads, radio ad packages, and TV spots.
- Work with media outlets to determine ad placement and quantities.
- Recommend media suppliers and direct storylines and script activities.
- Coordinate airtime costs with budget allocations.
- Determine the annual budget for media advertising.
- Reconciles bank statements and prepares and processes disbursements for payables.
- Researches past-due accounts and reconciles statements with vendors and/or departments, ensuring all invoices are accurate and contain essential details requiring payment.
- Maintains accurate payroll and employee information, including reviewing hours, approving benefit requests, entering timecard adjustments, and reconciling with the Auditor’s office after each pay period.
- Assists with employee-related tasks such as job posting, onboarding assistance, and exit procedures.
- Manages STD (Short Term Disability), FMLA (Family Medical Leave Act), and Worker’s Compensation and monitors and processes step increases for employees.
- Completes and files Notices of Destruction and disposes of records in accordance with the County retention schedule for department records storage and destruction.
- Maintains current and accurate contracts and agreements, ensuring documents are placed on the shared drive and maintains hard copies.
- Assists with federal and state grant reporting requirements.
- Invoices businesses/non-profits utilizing program services. Verifies pricing and tracks payments.
ESSENTIAL FUNCTIONS (Continued):
- Performs budget analysis, tracks income and expenditures throughout the year, and assists in the preparation of the annual budget. Generates reports on various projects weekly, monthly, and yearly. Creates spreadsheets with graphs and tracks data on department activities.
- Attends, documents, and develops official meeting minutes and sign-in sheets for Lithium Battery Task Force meetings and other assigned meetings.
- Answers the department’s main phone line and handles all associated communications, coordination, or referrals as needed.
- Researches and answers questions from residents about proper disposal of special wastes and other ACDEM programs.
- Monitors monthly Allen County Council meetings and weekly Allen County Commissioner legislative sessions.
- Orders office supplies and performs general office duties, including answering and directing phone calls, filing, receiving and sending emails, updating spreadsheets, and assisting new employees.
- Collaborates with staff on new program ideas, improves existing programs, and assists with solving issues that arise.
- Assists with sponsored events and supports all aspects of the department’s programs, special events, and policies.
- Performs other duties as assigned, including overtime as required.
REQUIREMENTS:
- Associate’s degree preferred
- At least three years of experience in business, accounting, marketing, or a related field
- Thorough knowledge of accounting and payroll practices
- Strong verbal and written communication skills
- Strong organizational skills
- Budgeting experience
- Knowledge of solid waste regulations to assist residents and businesses with the proper disposal of materials
- Ability to work independently and prioritize assignments
- Experience with Microsoft Office, including Word, Excel, and Publisher
- Valid driver’s license to operate a county vehicle
- Experience with standard office equipment such as a multi-line telephone, computer, printer, copier, scanner, and fax machine
PERFORMANCE EXPECTATIONS:
The Office Manager ensures efficient operations for the Allen County Department of Environmental Management by managing financial processes, administrative support, and marketing activities. Key responsibilities include handling invoices, payroll, records, and contracts, resolving billing issues, and supporting events and public inquiries. Additionally, the role oversees marketing efforts such as media buying, ad design, and budget coordination. Strong organizational, communication, and analytical skills are essential for success.
RESPONSIBILITY:
The Office Manager oversees financial operations, including processing invoices, payroll, and budgets, while ensuring compliance with policies and deadlines. They manage records, contracts, and office functions, resolve billing issues, and support marketing efforts such as media buying and ad design. Additionally, they assist with events and public inquiries, ensuring accuracy and efficiency in all administrative, financial, and marketing tasks.
PERSONAL WORK RELATIONSHIPS:
The Office Manager interacts with other County employees, various County Departments, and the public while addressing inquiries related to special waste disposal.
WORKING CONDITIONS/PHYSICAL DEMANDS:
The Office Manager works in a standard office environment with frequent sitting, occasional standing and walking, and occasional lifting or carrying of up to 20 pounds. The role involves frequent typing and proofreading requiring fine motor skills and sustained attention to detail, with regular use of office equipment. Occasional tasks include bending, reaching overhead, and other repetitive motions for administrative duties.
- Frequent sitting with occasional standing, walking, and reaching overhead.
- Regular typing and attention to detail for administrative tasks.
- Occasional lifting and carrying up to 20 pounds.
The description below outlines the physical requirements specific to the Office Manager’s role:
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PHYSICAL REQUIREMENTS
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Occasionally =
1 to 2 hours
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Frequently =
3 to 4 hours
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Repeatedly =
5 to 6 hours
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Continuously =
7+ hours
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Sitting
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X
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Standing
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X
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Walking
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X
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Fine Motor Skills
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X
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Gross Motor Skills
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X
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Repetitive Motions
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X
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Lifting
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X
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Carrying
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X
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Pushing/Pulling
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X
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Physical Endurance
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X
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SUPERVISION:
None
LICENSING:
Valid Driver’s License to operate County vehicle
IMMEDIATE SUPERVISOR:
Director of the Allen County Department of Environmental Management
HOURS:
8 am-4:30 pm including some weekend hours; 37.5 hours/week; overtime as required
EEO CATEGORY:
1002
WORKERS’S COMP CODE:
9410
Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.
