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Executive Administrative Assistant

Potter County Administration Office -- Gunzburger Building

Potter County Commissioners are seeking qualified applicants for the full-time position of Executive Administrative Assistant in the Potter County Administration Office, located in the Gunzburger Building, Coudersport, PA.

This position provides critical administrative and fiscal support to the County Commissioners and administrative leadership. Primary responsibilities include assisting with fiscal operations, reviewing and preparing accounts payable, and maintaining accurate records.

Medical, dental, and vision insurance offered, defined pension plan, paid time off, including vacation, sick, and personal days, and paid holidays.

Potter County is an Equal Opportunity Employer.

GENERAL DESCRIPTION

The Executive Administrative Assistant position is a permanent full-time position and serves as an executive support employee within the Fiscal Department. Work is assigned by the Chief Clerk, Fiscal Director, under the direction of the Board of County Commissioners and involves a variety of functions in the Fiscal Department.

ESSENTIAL REQUIREMENTS, DUTIES AND RESPONSIBILITIES

The Executive Administrative Assistant must be reliable, resourceful, and able to fulfill responsibilities that ensure professional and efficient operations of the Fiscal Department. The Executive Administrative Assistant will be able to assist with a variety of fiscal duties and responsibilities.

THE PRIMARY DUTIES OF THIS POSITION ARE TO PERFORM AND/OR ASSIST IN THE FOLLOWING:

Review payables for accuracy, system entry, preparation of payables for payment and mailing;

Scan and upload vendor invoices into accounting software and file;

Assist in resolving billing discrepancies and payment issues with vendors;

Collaborate with auditors to ensure accuracy of the county ledger and financial reporting;

Add, maintain and update vendor information as necessary;

Pull needed documentation for monthly and quarterly internal reporting;

Assist and understand the payroll process;

Assist with year-end tax preparations and forms, including W-2s, 1099-M, 1099-NEC, 1099-R, and related documents;

Serve as interim Fiscal Director in the event of absence or special need;

GENERAL RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO, PERFORM AND/OR ASSIST IN THE FOLLOWING:

Courteous and reliable responses to inquiries from the public and employees;

Answer and direct incoming fiscal inquiries;

Professional and secure processing of mail, to include restricted and certified/issued receipts;

Other duties as assigned and/or requested;

QUALIFICATION REQUIREMENTS

KNOWLEDGE AND ABILITIES:

Able to maintain strict confidentiality;

Must have general accounting knowledge;

Must have the ability to learn and comprehend general ledger coding;

Must be able to multi-task;

Able to work independently;

Able to use time management skills;

Effective written and verbal communication skills;

Effective organizational and problem-solving skills;

Effective interpersonal and conflict resolution skills;

EXPERIENCE AND TRAINING:

High School diploma or equivalency;

Experience and knowledge of accounting or finance;

Minimum of two (2) years' experience in a professional fiscal or financial environment;

Preferred related clerical experience;

Basic proficiency in Microsoft Office (Word, Excel) and other relevant software programs;

PHYSICAL REQUIREMENTS:

Ability to lift light storage boxes (20 lbs.);

Ability to work under and meet deadlines;

Ability to sit for extended periods of time;

Ability to frequently stand and walk;

Normal manual dexterity and hand-eye coordination;

Corrected hearing and vision to normal range;

Verbal communication;

ADDITIONAL REQUIREMENTS:

Valid Driver's License

HOURS:

Monday -- Friday; 8:30 a.m. -- 4:30 p.m. with one (1) hour unpaid lunch.

35-hour work week;

overtime as needed and approved by direct supervisor.

PAY RATE AND BENEFITS:

Pay rate based on qualifications and determined by the Potter County Salary Board.

Benefit package available.

County of Potter

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Executive Administrative Assistant