Administrative Assistant Clerk

Location:

33 N 9th Street - Noblesville, Indiana, 46060

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010.  Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”.  Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

                                                            POSITION DESCRIPTION

                                                  COUNTY OF HAMILTON, INDIANA

POSITION:  Administrative Assistant Clerk

DEPARTMENT:  Auditor

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m.                                                          

STATUS: Full-time

FLSA STATUS: Non-exempt

2025 SALARY: $28.4440 per hour

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document 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.

Incumbent serves as an assistant to the Administrative Assistant responsible for performing a variety of clerical functions.

DUTIES:

Answers telephone and greets office visitors, providing information, taking messages, or directing/ transferring to appropriate department or individual.

Provides clerical support for Hamilton County Solid Waste Management District and Hamilton County Airport Authority, including preparing/distributing agendas, preparing/distributing legal notices, preparing financials and state required year end reports, compiling/copying meeting materials, attending meetings, recording/transcribing/distributing minutes, maintaining related document and computer files, scanning permanent records and maintaining database of Board membership and appointments to sub-committees.

Performs various functions in maintaining fund accounts, such as prints and mails checks, contacts bank to stop payment on checks, voiding/rewriting checks, and processing/entering corrections of funds.

Reconciles various fund accounts monthly, including reviewing reports, resolving discrepancies, posting adjustments, and balancing with bank records, prints, and distributes various monthly reports, such as expenditure guidelines, revenue guideline, account activities, and cash balance.

Assists with preparing/printing annual reports for Solid Waste Management District,  Airport Authority, State Board of Accounts auditors. Entering information into the State Transparency Portal (Gateway).

Maintains fixed asset records for Hamilton County Solid Waste District and Airport Authority in conjunction with department head and Auditor Fixed Asset Deputy.  

Assists in preparing annual budget for presentation to County Council, including reviewing and verifying accuracy of forms.

Processes Hamilton County Solid Waste District and Airport Authority accounts receivable, including entering quietus information in financial software and banking ledgers, and balancing accounts. 

Monitors Hamilton County Solid Waste Management and Airport Authority grants including tracking grant appropriations, monitoring cash draws for proper amount and timing, verifying use of funds in accordance with prescribed laws and grant agreements. Confers with department head and grant administrator.   

Attends and records/transcribes/distributes minutes of various meetings/hearings as assigned, such as Board of Commissioners, Redevelopment Authority, and Redevelopment Commission.

Assists Administrative Assistant in performing a variety of clerical functions, such as sorting and distributing incoming mail to other County departments, certifying records/remonstrance’s, filing/distributing tort claims and liability trust claims, and scheduling equipment maintenance/repair as needed.

Maintains organized document files, such as bids, contracts, ordinances, resolutions, bonds, and letters of credit, and maintains various databases, such as change of venue cases/payments, bonds, and letters of credit.

Periodically attends job-related seminars/meetings and periodically assists other department