Job Opening

Development Authority of Columbia County

Position Description

Working Title:              Executive Assistant/Bookkeeper

 Work Location:          1000 Business Blvd

Reports To (Title):       Executive Director

To apply:                      Please submit your resume to rbennett@developcolumbiacounty.com. 

Position Summary

The Executive Assistant/Bookkeeper will be responsible for the coordination of administrative, operational, and assist with the fiscal management of the Development Authority.   The incumbent maintains department records.

The Executive Assistant/Bookkeeper must be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast paced environment.  The Executive Assistant/Bookkeeper must also possess excellent judgment and have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications from external and internal sources, organize and maintain administrative processes, and handle details of a highly confidential and critical nature.

Duties and responsibilities include, but are not limited to, assisting with the department budget preparation, preparing financial documents, agendas, notices, minutes and resolutions for County meetings, and conducting research.

The Executive Assistant/Bookkeeper will be required to be available during regular business hours and on a rare occasion may be needed on evenings and/or weekends.

Principal Accountabilities

• Inputs billing information into Quickbooks for processing.
• Prepares office payroll, expense reports, reimbursement requests, purchase requisitions, payment requests, and other department forms and documents.
• Coordinates monthly reports in conjunction with the Development Authority’s Treasure and accounting firm
• Develops agenda packages, prepares reports to Committees and Board, and records minutes of meetings as required.
• Assists internal and external auditors by providing data needed to complete audits.
• Ensures that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
• Maintains communication with the Development Authority Board of Directors regarding meetings and events.
• Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Prepares management and budget performance reports as required.
• Maintains miscellaneous and confidential files, and retention files in compliance with state/federal regulations.
• Assists in collecting and disseminating information and data.
• Processes and assists with requests for public information.
• Orders and maintains office supplies.
• Performs other duties as assigned.

 Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Confidentiality

Must maintain the highest level of confidentiality of client and prospect files and information.

Professionalism

The individual will interact with business leaders in a local, state, and national level and must present a professional, business appearance and attitude.

Education and/or Experience

Five years of progressive and comprehensive experience in bookkeeping, office management, as an executive assistant or bookkeeper. Equivalent combinations of education and experience may be considered for the minimum requirements.

Language/Communication Skills

Must be able to communicate effectively with co-workers, board members, prospects, and partners.  Ability to read, analyze, and interpret common tasks.  Ability to effectively present information to management.  Must excellent written, oral and presentation skills, and must maintain effective interpersonal relationships.

Mathematical Skills

Ability to apply concepts of basic math, including addition, subtraction, multiplication, and division.  Understanding of basic accounting principles.

Computer Skills

Must have proven skills in basic computer applications to include:  internet, QuickBooks, web-based administration, social media, and Microsoft Office Suite, including PowerPoint, Publisher, Excel, Word, etc.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions

Certificates, Licenses, & Registrations

Valid state driver’s license and current proof of vehicle insurance.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, stoop, walk, sit and talk or hear.  The employee is frequently required to reach with hands and arms.  Must be capable of lifting and moving a minimum of 5 lbs to a maximum of 25 lbs with minimum assistance.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.