Records Coordinator/Assistant Data Administrator

Job Description

Position : Records Coordinator / Assistant Data Administrator

Department Finance Location Erie County Courthouse Status Full Time Starting Pay Rate $14.82 Hourly Hours Per Week 37.5 Exemption Status Non-Exempt Posting Date 07 / 25 / 2024 Closing Date 08 / 08 / 2024 Pay Grade AC07 Bargaining Unit AFSCME CLERICAL / TECHNICAL Posting Number 5054 Posting Notice : Erie County offers a generous fringe benefit package including : low cost medical, dental, and vision;

fourteen paid holidays; up to eleven combined personal and vacation days in the first year of employment.

Definition of Class

Under minimal supervision, performs secretarial, accounting and other administrative functions directly related to the operations of the assessment office.

Work requires organizational, secretarial, accounting, technical and computer skills commensurate with current office methods and procedures.

Duties & Responsibilities

Performs secretarial and accounting duties for Director of Assessment. Independently composes and prepares a wide variety of correspondence, statistical data and reports relieving the Director of administrative detail.

Screens telephone calls and visitors and receives inquiries, complaints, and requests for information on a wide variety of technical data independently resolving or routing for necessary action.

Makes and cancels appointments for Director and organizes reference materials needed for meetings and / or hearings. Receives incoming correspondence and independently replies to a wide variety of correspondence.

Maintains daily calendar and individual data calendars for office employees and reconciles attendance records with bi-weekly leave reports.

Prepares department time sheets. Interprets the union contract and applies it to a variety of work situations and procedures.

Prepares employee requisitions and similar papers. Orders supplies and processes invoices. Responsible for the office equipment service and maintenance agreements.

Keeps ongoing account of all income and expenditures within budget limitations. Assists with budget preparation and tracking.

Responsible for maintaining ongoing account of all income and expenditures and reconcile with budgeted line items. Audit and deposit cash receipts of department.

Responsible for overseeing and assigning workloads of Account Clerk II's and Administrative Clerks following directives of Director of Assessment.

Provides training and technical support to individual PC users in department. Responsible for defining and maintaining consistent policies and procedures necessary to accomplish assessment work requirements of clerical staff.

Maintenance of Hearing / Tracking for all appeal and exemption applications, and scheduling of hearings and assists in oversight and instruction of clerical staff in decision processing, through Integrated Assessment System.

Prepares mileage report for payment. Works with University Personnel as a PHEAA Administrator for enabling students to intern / work in Department.

• Maintains AOD Payroll System for Department. Maintains Inventory for assets that are on-site, as well as off site.
• Works closely with Board of Assessment Appeals, Attorneys and General Public especially during Appeal Time regarding scheduling and correspondence.

Knowledge, Skills, & Abilities

Thorough knowledge of modern office practices and procedures. Thorough knowledge of business English, Spelling and Math.

Knowledge of the functions, procedures, organization, and the governing laws and regulations of the governmental unit involved.

Ability to compose a variety of reports, memoranda and letters. Thorough knowledge of Integrated Assessment System is required in order to instruct clerical staff and define and resolve problem areas.

Ability to maintain complex assessment records, and to prepare accurate reports. Ability to exercise good judgment, courtesy, and tact in receiving callers, in giving and obtaining information, and in making proper disposition of problems.

Proficiency and accuracy in accounting and secretarial skills.

• Thorough knowledge of Software in use within the Office including : Landisc Maintenance, Query Builder, Microsoft Office (Access, Excel, Outlook, Word, Power Point) Infocon (Assessment & Recorder of Deeds) Tatuk (Mapping) GIS (Mapping) and FMS.
• Knowledge of Programs Administered within the Department including : Clean & Green, Homestead & Farmstead, Lerta, Purta, Veterans's Exemption and Pilots.

Minimum Requirements

• High School Diploma or GED
• Minimum of 5 years of Clerical Experience
• Minimum of 2 years of Experience with Integrated Assessment System Software
• Must be able to Type a Minimum of 60 Words Per Minute with Accuracy
• Basic Working Knowledge of Microsoft Office

Conditions Of Employment

Equal Employment Opportunity Policy

Erie County provides equal employment opportunities to all employees and applicants for employment, prohibits discrimination or harassment of any type on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Erie County Government values the power of diversity in our workforce. Our goal is to continue developing inclusive workforce policies that require individual equality, support the diversity of employee experiences, and include unique perspectives.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.