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Administrative Assistant/Bookkeeper
2 months ago
Location : 230 West Morrison Street, AZ
Job Type: Full Time
Job Number: 79JA
Department: Yuma Metropolitan Planning Organization
Opening Date: 07/23/2024
Closing Date: Continuous
Job Summary
**Applications are sought on behalf of the YUMA METROPOLITAN PLANNING ORGANIZATION (YMPO). Yuma County Human Resources does not review any applications submitted for this position. All applications are forwarded to YMPO.**
NATURE OF WORK
Under general supervision, the Administrative Assistant/Bookkeeper position is responsible for providing office support, clerical, and daily bookkeeping tasks to ensure YMPO adheres to best practices.
Example of Work
(Illustrative Only) Provides clerical and administrative support to ensure efficient operation of office; answers incoming calls, schedules meetings and supports visitors; creates and maintains organized filing systems, both electronic and physical; makes travel arrangements for staff such as conference registrations, booking hotels, cars, and restaurant reservations; prepares and reconciles travel request and expense reports; maintains supplies inventory, anticipates future needs, and places orders; develops and maintains general inventory logs; listens and transcribes meeting minutes for the TAC and in the absence of the Executive Assistant, Executive Board minutes; responsible for essential tasks relating to accounts payable and accounts receivable using QuickBooks accounting software; establishes and maintains relationships with new and existing vendors; prepares operating and payroll demand requests; records grant, member dues, and receipts; serves as petty cash custodian, documents disbursements, replenishes, and reconciles petty cash, receives and maintains all credit card receipts and reconciles credit cards; collects timesheets/leave forms and populates payroll summary for review by Accountant and Executive Director; collects in-kind forms from members, tracks attendance, and maintains in-kind revenue log; develops and prepares supporting schedules for audits; performs other responsibilities as assigned.
Experience and Education
High school diploma/GED AND thirty (30) semester hours of post high school coursework in accounting, business administration, public relations, management, or a closely related field; AND five (5) years of progressively responsible administrative experience; OR and equivalent combination of education and experience. An Associate degree will substitute for one year's work experience. The YMPO preference is an undergraduate certificate in accounting. An equivalent combination of related education, training and experience that demonstrates the knowledge, skills and ability to effectively perform the functions of this position may be considered. Must possess and maintain a valid Arizona driver's license and a clean Motor Vehicle Report.
Knowledge, Skills and Abilities
Knowledge of: Organization's policies and procedures, principles, and theories; QuickBooks accounting software; basic accounting methods; ADOA-GAO, State travel policy; computer software: Microsoft office, word, excel, power point, and outlook.
Skill in: Establishing and maintaining effective working relationships with employees, other agencies, and the public; following written and verbal instructions; communicating effectively verbally and in writing; maintaining confidentiality; using office processing systems and other machines, maintaining and tracking of files and reports, meeting deadlines and prioritizing work; performing and verifying mathematical computations with accuracy, preparing computerize spreadsheets.
Ability to: Read, write and synthesize data; follow written and verbal instructions; effectively respond to phone calls, emails and complaints in a timely manner, communicate effectively verbally and in writing; efficiently allocate cognitive resources to achieve thoroughness and accuracy; sit, stand, bend and lift up to 25 pounds; maintain a high standard of confidentiality; work a flexible schedule (when needed) that may include evenings and weekends; perform the essential functions of the job specifications with or without a reasonable accommodation.
Work Environment: The position will involve extended periods sitting at a table, desk or workstation with use of a computer; work involves periodic bending, stooping, reaching, standing and walking; requires dexterity in operating office machines and equipment; periodic need to carry items for short distances weighing up to 40 lbs. Periodic fieldwork in varying environments. May be required to make trips off-site by motor vehicle within the YMPO service area, for up to eight hours, and around the State, sometimes overnight, to attend meetings, conferences, and training.
EOE/AA/ADAAA/M/F/V/D DRUG FREE WORKPLACE
Ten federal paid holidays, vacation and sick leave, participation in Arizona State Retirement System is mandatory, and health/life/dental/vision insurance for eligible employees in accordance with the Yuma Metropolitan Planning Organization Personnel Policies and Procedures
