Office Manager, Highway Department

Salary

Stearns County Mission: Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All.
Stearns County Values: Professional | Approachable | Responsive | Collaborative | Fair & Equitable

Stearns County is an equal opportunity employer and does not discriminate on the basis of race, color, creed, religion, national origin, sex, age, marital status, public assistance status, veteran status, disability or sexual orientation.

It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.

Hiring Range: $85,825-$102,479/annually

Stearns County derives strength from its workforce and provides a welcoming environment where all are respected and valued. We are seeking a highly dedicated professional to join our leadership team in Public Works to provide ongoing supervision of office staff.  County employees are provided a comprehensive benefit package, contributions to a Pension Plan, and generous time off. Please refer to our Benefits Overview.

Position Objective
To provide leadership for and management of the accounting and administrative support staff. This position is responsible for developing and performing the accounting and budgeting functions, process payroll and maintain all financial records, accounts and fiscal transactions for the department.

Essential Duties and Responsibilities
These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.

1. Directs and maintains the department's financial and cost accounting systems.

2. Directs employees involved with the input of expenditures and receipts into the Highway Department cost accounting system, County Finance system and the preparation of payroll for the department.

3. Develops, recommends, administers, and updates departmental policies and procedures affecting fiscal matters.

4. Monitors expenditures and revenues to accurately process all payments, receipts and payroll.

5. Insures proper processing of accounts payable and allocation of expenditures to the appropriate cost accounts.

6. Compiles infrastructure values and performs GASB-34 reporting.

7. Assists with preparation of the department budget, monitors budget performance, and recommends budget adjustments as necessary.

8. Supervises the overall contract management process, including tracking costs and receivables by funding source and processing payments to contractors.

9. Processes Federal and State contract grant requests and monitors/reconciles receivables of grants.

10. Oversees all financial reporting for the County Highway Department and governmental, contractual, and regulatory authorities.

11. Participates in employee selection, orientation, training, performance management and disciplinary actions.

12. Responsible for training and cross training staff on administrative/accounting functions.

13. Assists general public with obtaining permits.

14. Prepares invoices to municipalities for local participation on construction and/or maintenance projects including proper documentation for the charges.

15. Maintains effective working relationships with all applicable governmental, contracting and regulatory authorities.

16. Oversees inventories of materials and supplies in the department cost accounting system, reconciling all inventories with the financial system.

17. Reviews, reports and files fuel tax refund requests.

18. Implements the Department’s p-Card program, ensuring all procedures are followed, purchases are authorized and proper support is obtained.

19. Oversees Department’s IT needs in collaboration with Information Services and serves as the first-line troubleshooter for computer-related issues.

20. Ensures that all Department software is up-to-date, oversees the upgrade process for the Department with outside vendors and/or Information Services.

21. Attends work in a regular and timely manner.

22. Performs other duties as assigned or apparent.

Minimum Qualifications
In order to be considered for this position, applicants must possess the following:

• Bachelor's Degree in accounting or related business field with accounting emphasis AND four years of accounting experience including one year supervising employees
• OR Associate's Degree in accounting or related business field with accounting emphasis AND eight years of experience including one year of supervising employees
• Experience using Microsoft Office Applications
• Reliable means of transportation to travel to multiple locations around Stearns County, some of which may not be accessible by public transportation

Desirable Knowledge, Skills and Abilities
1. Knowledge of accounting theory, principles and practices.
2. Knowledge of principles of governmental accounting, including budget preparation and control measures.
3. Knowledge of principles of office management, including conflict resolution.
4. Knowledge of fiscal analysis methods.
5. Knowledge of State and Federal governmental fund accounting, auditing and reporting requirements.
6. Knowledge of automated accounting and internal audit trail procedures.
7. Ability to implement audit procedures.
8. Ability to perform difficult and complex accounting calculations and entries.
9. Ability to analyze, plan, organize, and perform detailed accounting procedures.
10. Ability to exercise sound judgment in decision making.
11. Ability to work independently with minimal supervision.
12. Ability to organize and prioritize tasks.
13. Ability to effectively communicate verbally and in writing.

Accountabilities Shared By All Employees

1. Consistently performs job responsibilities with a positive attitude and in a manner consistent with the County’s mission and values.

2. Develops and maintains a respectful and collaborative professional relationship with all County employees and the public we serve.

3. Values and respects the diversity each employee brings to the organization.

4. Develops and maintains knowledge and understanding of all department and County-wide policies, protocols and procedures that apply to the performance of this position.

5. Complies with all rules and policies to maintain a safe work environment.

Accountabilities Shared By Managers and Supervisors
1. Demonstrates, by personal example, the integrity, ethics and excellence in work performance.
2. Participates in decisions related to the selection, promotion, transfer, pay and discipline of assigned employees.
3. Orients personnel to County policies and procedures, and clearly communicates primary responsibilities and expected performance outcomes so individuals may proceed with certainty in their respective positions.
4. Leads, monitors, and continually evaluates employee performance using the performance communication process.
5. Administers County policies and contracts in a legal manner and fully documents all incidents and actions taken as a member of the supervisory/management team.
6. Creates a work environment in which individuals are motivated to accumulate additional skills and competencies and assists them in seeking opportunities for further personal growth and development.

Work Environment and Physical Demands
The primary responsibilities for this position will be performed approximately 100% of the time indoors.  Will require travel to offsite locations and minimal attendance at evening meetings.  Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort. All employees are required to reside within the state of Minnesota.

Extent of Supervision or Guidance Provided
Work is performed under the general supervision of the County Engineer.

Supervision of Others
This position supervises Staff Accountant, Senior Account Technician, and Administrative Assistant positions.

Responsibility for Public Contact
Moderate.
 
Hours of Work
This position has a normal work schedule of 7:30 a.m. to 4:00 p.m.; may include some hours outside of normal work hours on occasion.

Interview Date
If you are selected to be interviewed for this position, interviews will be held on a date to be determined. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience. A job specific physical, drug and/or psychological exam may be required before appointment.

Benefits

To view Stearns County benefits go to: Stearns County Benefits Page

If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.