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Job Title: Receptionist/Bookkeeper
Company: Seward County JCAPS
Address: 515 N. Washington
City: Liberal
State: KS
Zip: 67901
Telephone: 6206263203
Email: awarden@sewardcountyks.org
Job Description:


Job Summary

The Receptionist/Bookkeeper performs a variety of clerical duties, as detailed below. A significant portion of the position requires superb oral, aural, writing and organizational skills. Because the Receptionist/Bookkeeper manages a large call volume, it is important for this person to possess strong public relations skills and have the ability to think, in the moment, and make quick decisions.


The roles, responsibilities, job functions, knowledge, skills and abilities set forth herein may be revised from time to time in order to comply with federal and state laws, departmental needs and the changing requirements for this position.


Supervision Exercised or Received

The Receptionist/Bookkeeper receives supervision from the CSA of JCAPS

The Administrative Assistant exercises no supervision over other employees in JCAPS


Essential Functions

  1. Types letters, records, minutes, invoices, statements, forms, legal documents and other materials from copy, rough draft, Dictaphone or detailed instructions
  2. Answers phones for the department (eight phone lines), answers routine questions, forwards calls to proper parties and/or takes messages; arranges for requested outgoing calls, including conference calls
  3. Responds to office door(bell) and directs clients to proper staff member; serves as back up to Receptionist
  4. Run errands, as needed
  5. Sorts and delivers all in-coming mail; processes all out-going mail and transmits to Administration Building, applies necessary postage using Seward County postage machine; drop off outgoing mail at U.S. Post Office, as required
  6. Copies correspondence, reports, vouchers and other materials, as required
  7. Files letters, vouchers, contracts, quotes and/or bids, records and other materials
  8. Maintains records and office filing system
  9. Compiles and completes data for administrative and public reports, news releases, questionnaires and other documents
  10. On a weekly basis or as needed, updates and maintains PowerSchool information for juveniles on  probation or intervention in the 26th Judicial District and distribute lists to appropriate parties
    1. Includes collection releases from ISOs and sending out signed releases to necessary schools and adding the student information into the online programs for each school and also contacting the PowerSchool representative at USD 480 when student names must be removed from online lists
  11. Serves as Secretary of the Juvenile Corrections and Prevention Advisory Board which includes assisting the Director in preparing for the JCAB meetings:
    1. Set up meeting room
    2. Set up teleconference equipment
    3. Set up tape recorders; record meetings
    4. Copy necessary Board Packet information
      1. Assemble binders
    5. Hand deliver or mail Board Packets, as needed to Board members
    6. Type Board minutes after each meeting
    7. Ensure that the Seward County Administrator’s secretary and Seward County Clerk’s Office receive copies of minutes and/or Board Packets
  12. Copies necessary Board Packets for CBCC Board Meetings
    1. Assemble binders
    2. Ensure that the Seward County Administrator’s secretary and Seward County Clerk’s Office receive copies of minutes and/or Board Packet
  13. Sends Agendas for all upcoming JCAP and/or CBCC meetings for newspaper publication
  14. Copy and disburses CBCC Invoices for Purchase of Service forms and mail originals to the State of Kansas Sentencing Commission
  15. Updates JCAPS Policy and Procedures Manual, as needed
  16. Send out phones slips/emails to inform all employees each day, as necessary for employees who call in sick, who are late or on vacation
  17. Maintains updated lists for employee schedules, email address lists, driver information lists, JCAB member list, staff contact sheet and employee birthday lists
  18. Receives all program fee monies from ISOs and makes deposits with Seward County Treasurer’s Office
  19. Maintains an up to date inventory of office supplies, coffee/tea, etc.; reorders, as required
  20. Serves as a Notary Public for staff and general public; maintains Notary Public license for all staff members; processes renewals
  21. Types Requisition Forms for all incoming invoices/receipts for CBCC; attach receipts/invoices and forward to appropriate party
  22. Prepares monthly vouchers for payment and submits to Seward County Clerk’s Office
  23. Contact repairman or service technicians, as needed for maintenance on copiers and/or fax machines
  24. Contact SWKO for internet issues
  25. Conduct on-line research, as necessary, for Director when department needs to purchase printers, copiers, computer equipment and office supplies or contact Seward County IT Department for processing of new computer orders
  26. Makes airline/hotel/car/conference registration; plans for CBCC and JCAPS employees attending out-of-town events; arranges for JCAPS Transport Drivers
  27. Generates and prints out, every other week, an updated JCAPS Juvenile Case Load Report; forward to all 26th Judicial District law enforcement agencies and all JCAPS employees; enter juvenile information in to JJA CASIMS system and/or print reports, if needed
  28. Drop off Purchase Orders to Seward County Clerk’s Office twice a month, or as needed
  29. Pick up payroll at Administration Building; distribute to in-house employees; mails payroll to part time employees
  30. Picks up mail at District Court Mailboxes and Administration Building on daily basis
  31. Pick up vendor checks at Administration Building, twice a month; copy all JCAP checks, attach copies to POs and put checks with payment stubs into envelopes; add postage and drop off at U.S. Post Office
  32. Deliver CBCC checks to appropriate party
  33. Files and secures stamped copies of documents at District Court; research information for ISOs on juveniles who are on their caseloads or for CBCC ISOs, as needed
  34. Prepares employment advertisements for job openings; deliver to HR to place ads; contact applicants, set up job interviews for Director
  35. Set up and maintain email accounts with SWKO for JCAP employees; cancel others, when required
  36. Tag newly purchased vehicles for CBCC and JCAPS and add to Seward County insurance, as needed
  37. Create and order business cards, pamphlets, address labels, fliers, posters or signs
  38. Contact companies who have charged sales tax on employee purchases and secure copies of missing receipts or other invoice issues to correct
  39. Order DNA kits for JCAPS or order Sassi testing equipment, as needed, for CBCC
  40. Keep track of Verizon and United cell phone equipment and transfer lines; add or cancel lines or replace equipment, as needed; assist JCAPS and CBCC employees with cell phone issues
  41. Performs other work, as required


Additional Responsibilities

  1. Maintains a professional image in the community
  2. Maintains a positive work atmosphere by acting and communicating in a manner that is customer focused with the general public, clients, co-workers and management
  3. Interacts with public jurisdictions, legislative representatives, groups and news media as directed by the Board of County Commissioners
  4. Performs a wide variety of related administrative functions, as deemed necessary, by the Board of County Commissioners and/or County Administrator
  5. Performs other related work, as required by the County Commissioners and/or County
Publication Date/Time:
4/8/2014 12:00 AM
Closing Date/Time:
Open Until Filled
Knowledge of 1. County policies and relevant County codes, regulations and/or policies, state and federal laws relating to the duties of a Receptionist/Bookkeeper 2. Organization, functions and problems/challenges associated with county governmental operations 3. Principles and procedures for providing internal and external customer service; this includes assessing the needs of both to meet quality standards for services and to meet evaluation of customer satisfaction 4. Higher level mathematics 5. Proper structure and content of the English language including the meaning and spelling of words, rules of composition and correct grammar Skills in 1. Providing effective leadership 2. Planning and coordinating diverse activities simultaneously 3. Public relations including the ability to speak with confidence 4. Meeting and dealing tactfully with others; able to communicate effectively and clearly, both orally and in writing 5. Active listening, speaking and writing 6. Emotional Intelligence, e.g. possesses self-awareness, self-regulation, self-motivation, social skills and empathic skills 7. Conflict management/problem solving/team building 8. Strong work ethic 9. Superb ethical behavior Abilities to 1. Carry out duties with a minimum of supervision 2. Assess situations rapidly and make decisions in a timely manner 3. Communicate effectively using superb oral and written skills 4. Social Perceptiveness – be aware of others’ reactions and understanding why they react as they do 5. Problem Sensitivity - identify when something is wrong or is likely to go wrong 6. Goal Setting – set and achieve goals/articulate a vision or overall objective 7. Relationship Building - establish and maintain cooperative working relationships with governmental agencies, department heads and employees contacted in the course of work 8. Time Management - manage time, especially during times of stress or when deadlines are involved; ability to complete projects within a required time
Special Requirements:
High School Diploma or GED required. Minimum of two (2) years of work experience as a Bookkeeper, experienced in handling large amounts of cash. Experience in using Microsoft Office, Quicken, SharpDesk, e-mail and other relevant modern office equipment including copiers, faxes, laminators, postage meters, shredders, teleconference equipment, Dictaphones and scanners. Must possess valid Driver’s License and good driving record. 40 Hour Work Week – Full Time; Monday through Thursday, 7:00 a.m. to 5:00 p.m.; Friday 8:00 a.m. to Noon.
Work Environment General indoor environment Physical Requirements The work of the Receptionist/Bookkeeper is a highly responsible position which requires mental acuity. The Receptionist/Bookkeeper will be required to do complicated tasks, sit for an hour or more, speak, hear, stand, walk, balance, stoop, squat, bend, and/or kneel. 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. May be required to lift or move up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Special Skills Preferred Note At the discretion of Seward County, a Criminal Background Check and UA will be performed. Employment is contingent upon satisfactory completion of a Criminal Background Check. Pre-employment and random drug testing are mandatory. Note At the discretion of the Seward County, a Criminal Background Check and UA test will be performed. A Department of Motor Vehicle records search will be performed. Employment is contingent upon satisfactory completion of these tests. Pre-employment and random drug testing are mandatory. Nothing in this Job Description restricts the ability or right of Seward County to assign, reassign or eliminate the duties and responsibilities of this job either orally or in writing. Tasks and responsibilities may be changed at any time due to reasonable accommodations or other reasons deemed appropriate by the County. This Job Description does not constitute an Employment Agreement between the employer and employee and is subject to change, according to the business needs of Seward County.





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