Planning Services Office Coordinator

Rock County Janesville, WI
Position Summary and Job Duties Benefits Supplemental Questions

The Planning Services Office Coordinator is responsible for organizing and coordinating the operations of the Planning, Economic & Community Development Agency in order to ensure organizational effectiveness and efficiency. These duties include, but are not limited to: supervision and organization of departmental office activities to ensure the implementation of all departmental programs and policies, management of all departmental financial activities in order to facilitate accurate and timely financial data, and the directing and coordinating of departmental resources.

Provides administrative management services for the Planning, Economic & Community Development Agency:

1. Assists the Director with department administration by maintaining and improving

operational efficiencies and overseeing administrative tasks.

2. Coordinates with the Department Director and Division Managers in the creation,

preparation and implementation of relevant departmental programs and plans.

3. Develops and maintains management informational databases, provides desktop

publishing and formatting to various plans, ordinances, etc; creates and/or maintains

financial worksheets/workbooks and data forms from generalized concepts.

4. Prepares and submits various reports as required for program management.

5. Enters complete, accurate, consistent and timely information in the various

databases and applications; determines source of errors and applies a systematic

approach to reduce errors.

6. Provides statistical data to Department staff as needed to meet the requirements of

the program.

7. Prepares, records, transcribes and distributes committee agendas and minutes.

8. Sends out legal and public notices as required.

9. Conducts internal audits of Community Development project files to ensure compliance

with governmental standards and regulations.

10. Maintains departmental records by designing and maintaining filing systems; ensures

filing systems are maintained and up to date; follows schedules and policies for records

retention and disposition.

11. Provides general and technical information regarding departmental policies,

procedures and regulations of varying complexity; directs inquiries about agency

activities and programs to appropriate staff.

12. Maintains and updates various segments of the County's departmental web pages.

Provides financial management services for the Planning, Economic & Community Development Agency:

1. Provides daily financial management and oversight of the Community Development Loan

portfolio.

2. Coordinates and assists in the planning, preparing, reviewing and maintaining of the

department budget with day-to-day oversight of line item accounts.

3. Prepares complex journal entries for the Agency with the County's Accounting

Department; overseeing and correcting discrepancies to ensure balanced accounts.

4. Supervises the examination and verification of disbursements and receipts for

completeness, accuracy and appropriate application and preparation for entry into

appropriate Department accounts.

5. Supervises the review of the Department's financial documents and the extracting,

compiling and balancing of information.

6. Prepares and submits various reports, statements, receipts, etc. as required for program

management

7. Supervises and prepares the verification and distribution of receipts, reports and

disbursements as authorized on behalf of the Department.

Provides resource management services for the Planning, Economic & Community Development Agency:

1. Conducts and assists with orientation of new departmental employees.

2. Coordinates and manages the purchase of department requisitions, supplies, and

equipment in accordance with County purchasing policies and budgetary restrictions.

3. Identifies facility needs and manages schedules for room set-up for meetings and events.

4. Coordinates with the County's Facilities Management Department to facilitate the operation of the department.

Performs other tasks as required.

Success Factors (KSA's):

* Knowledge of business administration principles and practices.

* Knowledge of computer principles, practices and applications.

* Knowledge of general current office practices, procedures and familiarity with standard office

equipment.

* Knowledge of generally accepted Accounting Principles and Practices.

* Knowledge of municipal government organization and functions would be desirable.

* Ability to function in a team environment.

* Strong attention to detail.

* Ability to understand and effectively carry out oral and written instructions.

* Ability to establish and maintain effective public and work relationships.

* Ability to be flexible and multi-task oriented.

* Ability to perform efficient project time-management.

* Ability to maintain confidentiality.

Job Requirements, Education, Training & Experience:

* Graduation from high school, supplemented by an Associates Degree in Accounting or Business

Administration and (5) five or more years of responsible accounting experience or equivalent combination of training and experience.

Essential Job Functions (physical elements, equipment and working conditions):

Physical elements:

* Ability to stand, sit and walk.

* Ability to exert up to 20 pounds of force occasionally or up to 10 pounds of force frequently.

Equipment use:

* Ability to use computer and computer keyboard.

* Familiar with the use of various other types of office equipment such as printer, copy machine, fax

machine, etc.

Working conditions:

* Almost all indoor work in an office setting.