Administrative Assistant II - Highway

Description

TERMS: Full time / Non-Exempt / Full Benefits

SALARY: $21.62 - $23.52 per hour, Grade 4

APPLICATION DEADLINE: September 9, 2026, at 4:30 PM 

ABOUT THE ROLE:

Under supervision of the Account Manager, serves as a senior record keeper/bookkeeper/ clerical/technical assistant and process accounts payable. Assist the public, answer telephones, collect and tabulate data, prepare original correspondence and reports, balance books, and maintain files. Act as back-up to the Administrative II – Front Desk.

RESPONSIBILITIES:

1. Responsible for interpreting information and preparing reports from records, and properly disposing of records at the appropriate time, balance and reconcile accounts, disburse payments, search records, complete and process application, prepare vouchers and other documentation. 
2. Compiles and maintain documents to substantiate transactions, process account payable, review credit card transactions to comply with credit card usage policies and enter general ledger account codes, monitor and track employee hours and leave balances, and process payroll.
3. Perform receptionist duties including telephones, filing, and work processing, assisting the public and maintaining accurate records.

ESSENTIAL JOB DUTIES:   

• Receives and refers telephone calls, assists members of the public, receives payments, completes and process various applications and documents, arranges appointments, and other general clerical duties.
• Transfers information from source documents such as billings, invoices, reports, and statements, to permanent records such as purchase orders and spreadsheets, assists with gathering budget and accounting related data for budget development.
• Collects money, issues receipts, balances and reconciles accounts, maintains and disburses funds, maintain accuracy of invoice database.
• Maintains accurate records, with respect to parcel legal descriptions for permits accounts payable and receivables and prepare necessary documentation to process vouchers for payment.
• Serves as a senior bookkeeper, which includes but is not limited to; monitoring and tracking employee hours and leave balances, processing payroll and submitting reports.
• Processes accounts Payable entries into county’s accounting system, monitors credit card transactions, and enters general ledger account codes, and ensures accuracy of entries.
• Monitors diesel and gas supply for Department, performs fuel bids, and maintains accurate records and reports.
• Maintains stock of office supplies, equipment, and forms by ordering and receiving goods; issue goods to staff or customers; perform physical inventory.
• Uses word processing and spreadsheet software to accurately record transactions, issue correspondence, maintain office records, and type vouchers, invoices, account statements, and reports.
• Assists in planning, developing, implementing, and maintaining office procedures for managing the unit’s workflow.
• Files, retrieves, and interprets information, and prepares reports from records. Distributes reports to appropriate people.
• Acts as backup to the Administrative Assistant II – Front Desk when necessary.
• Performs other duties as required and/or assigned.

ACCOUNTABILITIES:

1. Verifies and posts details of transactions, such as funds received and disbursed.
2. Ensure accuracy of transactions by compiling and sorting documents, computing and recording items such as revenues, disbursement, and similar items.
3. Develops a working knowledge of the technical aspects of the office, such as: legal language, forms, filing systems, fee schedules, mathematical calculations, bookkeeping entries, land descriptions, applicable rules, regulations, laws, policies, and procedures.
4. Creates a positive and productive work atmosphere by communicated, maintaining a professional manner and a team-like environment with all other departments, employees, and members of the public.
5. Ability to apply appropriate guidelines, either specific or general, to appropriate duty.

Equal Opportunity Employer:

The employing agency does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services, and complies with the provisions of the North Dakota Human Rights Act.

Requirements

1. Requires three (3) years of work experience performing a variety of office support, clerical, or secretarial work. Associate degree preferred. Additional education may substitute for the work experience required on a year-for-year basis.
2. Must be proficient with word processing and spreadsheet computer software, such as MSWord and Excel, and must possess excellent typing and 10key skills. Experience in transcription may be necessary in some departments.
3. Requires a high degree of written and/or verbal communication skills dealing with employees, clients, or the public.
4. Must have knowledge of business English, spelling, punctuation, arithmetic, modern office practices, procedures, and equipment. Experience with standard accounting practices and/or bookkeeping.
5. Ability to handle multiple duties and priorities under limited supervision.
6. Applicant may be subject to a post offer civil and criminal background check. The county will pay the costs associated with the exams.
7. Candidates must already be authorized to work in the United States on a permanent basis. Visa sponsorship is not available for this role.