This position is responsible for approving purchases for the Highway Department, preparing payroll records for submission and performing other accounting and administrative duties as needed.

JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Accounts payable/receivable accounting principles and practices.

• Principles and procedures of financial record keeping and reporting.

• Pertinent Federal, State, and local laws, codes, and regulations.

• Current office practices and procedures.

• Computer software consistent for this position.

Skill in:

• Analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

• Applying judgment and discretion in resolving problems and interpreting policies and regulations.

Ability to:

• Perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.

• Establish and maintain accurate records of assigned activities and operations.

• Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.

• Perform mathematical calculations required of this position.

• Communicate clearly and concisely, both orally and in writing.

• Analyze facts and to exercise sound judgment in arriving at conclusions.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Maintain confidentiality and discretion regarding business-related files, reports, and conversations, within State and Federal statutes.

• Work the allocated hours of the position.

WORK ENVIRONMENT:

Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity. The noise level in the work environment is usually moderate. Level of responsibility subjects the incumbent to moderate stress due to interruptions.

PHYSICAL AND MENTAL REQUIREMENTS/ACTIVITIES:

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.

• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen.

• Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word.

• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.

• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.

• Work is primarily in an office setting.

• Use and normal maintenance of office machines, (copier, computer, printer, etc.).

• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.

• Ability to recognize occupational hazards in work activities and take safety precautions.

• Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.

The intent of this position description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and is not a declaration of the specific duties and responsibilities of any particular position. Employees may also be assigned job-related tasks other than those specifically presented in this description.

Montgomery County is an Equal Opportunity Employer and complies with the requirements of the Civil Rights Act of 1966 (Section 1981) and 1964 (Title VI, VII,) Americans with Disabilities Act (ADA), Rehabilitation Act of 1973, Age Discrimination in Employment Act (ADEA), Equal Pay Act (EPA) and the Uniformed Services Employment and Re-employment Rights Act (USERRA).

Department: Highway

Pay Grade: 75, Non-Exempt

Starting hourly rate: $22.83

Minimum Experience: Three (3) years of experience in general accounting, bookkeeping, customer service, or related field.

Minimum Education: High School diploma or equivalent. Associate’s degree from an accredited college in accounting or bookkeeping preferred.

Certifications, Licenses:

• Must have dependable transportation.

• A pre-employment criminal background check is required.

This position is responsible for approving purchases for the Highway Department, preparing payroll records for submission and performing other accounting and administrative duties as needed.

GENERAL POSITION DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.

• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.

• Composes routine correspondence; proofreads and edits documents.

• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.

• Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.

• Computes payroll hours from time books, prepares time sheets, verifies accuracy of payroll information and submits data to the Human Resource Department for processing.

• Maintains confidential records of random drug/alcohol testing.

• Prepares various reports and work orders as needed for the department.

• Prepares requisitions for supplies to be purchased and makes approved purchases, checking prices of supplies to be purchased.

• Verifies invoices of supplies and post invoices on the computer. Verifies and assists in any bills to be paid.

• Computes hot mix tickets and rock tickets for determination and cost of types and locations of road improvements being made.

• May write driveway permits.

• Notifies other departments if there was any damage done by the Highway department such as AT&T, Charter, Clarksville Gas and Water, etc.

• Calls vendors for quotes and purchase orders that are obtained for them.

• Orders materials such as concrete and fuel for the vehicles and equipment.

• Receive money for Issuing road bonds and construction/maintenance bonds; issue refunds as necessary.

• Prepares all the reports from all the bonds and money to be sent to Accounts and budgets

• Contacts insurance companies about accident reports and collects insurance money.

• Updates road list as needed.

• Prepares a quarterly and yearly road change report and submits to the County Commission.

• Maintains a report of road bonds and reconciles with Accounts and Budgets.

• Maintains the inventory list reported to the County Commission.

• Provides assistance in other areas of the office as needed and fills in for others in periods of absence.

• Other duties as assigned.

FISCAL RESPONSIBILITIES

This position is responsible for accounts receivable and payable; submission of payroll information; vendor coordination and ordering materials.

COUNTY ORGANIZATION DUTIES AND RESPONSIBILITIES:

• Represent the Department and City to other City staff and members of the public.

• Provides quality customer service to individuals needing directions or assistance.

• Demonstrates the organization’s Core Values and adherence to the Ethics policy.

SUPERVISORY RELATIONSHIPS:

Works under supervision of the Administrative Supervisor. Work is checked for accuracy, quality and adherence to instructions. This position has no supervisory responsibilities.