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Job Description:
JOB SUMMARY
Serves as administrative support to the Director and staff of the Agricultural Preserve Board and supports the day-to-day operations of the office.
REPORTING RELATIONSHIPS
Reports to the Director of the Agricultural Preserve Board.
ESSENTIAL JOB FUNCTIONS
Serves as the receptionist for the department with associated duties including greeting visitors, answering, screening and referring phone calls, retrieving, opening, screening and distributing mail.
Maintains office supplies and orders inventory as needed. Maintains office equipment and troubleshoots minor mechanical issues.
Works with Director in implementing electronic and paper document management and filing systems. Opens and maintains accurate electronic and paper files.
Closes and disposes of documents and files in accordance with County policy and department document retention schedule.
Provides support to Director and Specialists including word processing, creating, proofreading and formatting correspondence, memoranda, Offers to Purchase, Agreements of Sale, Deeds of Easement, contracts, public meeting and executive session agendas and supporting documents.
Prepares minutes of public meetings.
Prepares public notification of meeting changes and cancellations.
Responsible for filing, copying and scanning as needed.
Works closely with Commissioner's Office and Bureau of Farmland Preservation to submit documents for review and approval of easement purchases.
Tracks reimbursement of costs.
Prepares and submit Deeds of Easement, deeds, and associated legal documents accurately for recording in Recorder of Deeds office.
Serves as department Payroll Clerk.
Serves as department Notary Public.
Performs administrative functions for fiscal activities such as ordering, requisitioning, tracking and processing payments utilizing Peoplesoft and Purchasing protocols, preparing and submitting necessary documentation.
Maintains petty cash.
Order checks for easement payments and reimbursements and maintains records of annual instalment payments.
Verifies taxpayer information for correct distribution of 1099's. Tracks expenditures and revenues and provides data for budgeting and assists with budget preparation as needed.
OTHER SPECIFIC TASKS OR DUTIES
Perform other duties as assigned.
MINIMUM QUALIFICATIONS
High School diploma or equivalent of three (3) years of experience in bookkeeping and /or office management; or
Completion of a 2-year Business School or related associate's degree and one (1) year of experience in bookkeeping and/or office management; or
Any equivalent combination of relevant education, experience, and training.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of functions, procedures and policies of department’s operation; ability to make reasonable decision without assistance; ability to work with a minimum of supervision; ability to take notes and minutes accurately and quickly; ability to get along well with others; capability of high degree of accuracy; Must be dependable, efficient and exercise good judgment.
Notary Public preferred or ability to obtain Notary Public within 120 days.
REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES
Ability to become a Notary Public
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT
Work is primarily sedentary in nature, no special demands required.
The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.
Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.
Skills Required
- High school diploma or equivalent and three years of bookkeeping and/or office management experience
- Two-year business school or related associate's degree and one year of bookkeeping and/or office management experience
- Equivalent combination of relevant education, experience, and training
- Ability to obtain Notary Public status within 120 days
- Notary Public certification
What We Do
Lancaster County Government is the county’s public-sector administrative organization in Pennsylvania. Its mission is to operate an effective, cost-efficient, customer-friendly government and to perform functions assigned by state law. The county is managed by elected commissioners alongside other elected officials, deputies, and directors, and provides community services including court-related public defense for indigent adults and juveniles through its Public Defender’s Office.
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