Office Administrator In Training - Indiana County Conservation District : Job Details

SUMMARY

The Office Administrator (In Training) is a full-time administrative position responsible for supporting the financial, operational, and human resource functions of the Indiana County Conservation District (ICCD). This position is designed to prepare the successful candidate to eventually assume full responsibility for the District's administrative systems through a structured, competency-based development process.

The ideal candidate will be highly organized, detail-oriented, and self-motivated, with the ability to manage multiple priorities and maintain accuracy in a fast-paced environment. This role requires strong critical thinking skills, initiative, and proficiency with tools such as QuickBooks, Microsoft Office, and cloud-based filing systems. The Office Administrator (In Training) will receive hands-on training and increasing responsibility over time, working closely with the Executive Director and current Office Administrator to ensure continuity of service and long-term administrative leadership within the organization.

JOB DUTIES AND RESPONSIBILITIES

Financial Management (50% of time):

• Review and verify accuracy of incoming invoices; prepare for Executive Director approval
• Process payments through online banking bill pay system
• Enter transactions in QuickBooks using proper accounts and class codes
• Manage memorized transactions and adjust based on available administrative funding per grant
• Track all expenses by class code and maintain individual program trackers (e.g., ACAP, DGLVR)
• Prepare quarterly financial reports for staff use in reimbursement requests
• Assist with preparation of documents for annual audit and maintain records per ICCD's retention policy
• Oversee issuance, cancellation, and limit adjustments of staff credit cards
• Track credit card use across accounts and ensure timely reconciliation

Payroll Administration (5% of time):

• Support biweekly payroll preparation using QuickBooks
• Ensure accurate entry of payroll deductions, tax obligations, and benefit contributions
• Submit local payroll tax filings and reconcile liabilities; oversee QuickBooks' automated state and federal reporting
• Set up new employees in payroll and coordinate with benefits as needed

Human Resources (5% of Time):

• Assist with onboarding new hires, including orientation and benefit enrollment
• Support administration of PMRS pension plan (enrollment, contributions, terminations)
• Track and process Health Savings Account (HSA) contributions.

Project and Program Support (25% of time):

• Assist staff with establishing and maintaining project-specific files and financial trackers
• Verify invoice approvals comply with ICCD policies and grant terms (budget thresholds, contracts, documentation)
• Assist in developing and maintaining grant reimbursement templates and budget documents

Board of Directors Support (5% of time):

• Coordinate preparation of monthly board meeting materials and action items with the Executive Director
• Record and transcribe meeting minutes; distribute and file final versions
• Prepare signature-ready documents for the Treasurer and/or Chair, including bills, contracts, and reports
• Maintain organized digital and physical board records

Office & Facilities Management (5% of time):

• Monitor inventory of supplies and equipment; reorder as necessary
• Coordinate with vendors and service providers for IT, office equipment, utilities, and facility needs
• Ensure efficient day-to-day operation of office logistics and shared resources

Systems & Process Improvement (5% of time):

• Assist in documenting and updating standard operating procedures (SOPs)
• Identify opportunities to streamline workflows and implement automation where appropriate
• Maintain ICCD's digital filing systems and support staff adoption of administrative tools

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Associate's degree in business administration, accounting, or related field; equivalent experience accepted
• Proficiency with QuickBooks, Microsoft Office Suite (Excel, Word, Outlook), and digital filing systems
• Familiarity with payroll processes, HR benefit administration, and financial tracking
• Strong organizational and time management skills with high attention to detail
• Excellent verbal and written communication skills
• Ability to maintain confidentiality and handle sensitive information appropriately
• Demonstrated ability to work independently and take initiative in solving problems without close supervision
• Strong critical thinking skills, with the ability to identify inefficiencies or issues and proactively develop and implement effective solutions
• Self-motivated, resourceful, and adaptable to changing priorities in a dynamic work environment
• Comfort with learning new software and systems; ability to work both independently and as part of a team
• Valid driver's license and reliable transportation for occasional errands or meetings

WORK CONDITIONS

The position is primarily office-based at the Indiana County Conservation District, located at 435 Hamill Road, Indiana, PA. Typical work hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., with a 1 hour paid lunch. Occasional evening or weekend work may be required in support of board meetings or critical deadlines.

PHYSICAL AND MENTAL CONDITIONS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this job and encourages both prospective employees and current employees to discuss potential accommodations with the district. The Indiana County Conservation District is an Equal Opportunity Employer.

• Must be able to sit for long periods throughout the workday, with occasional periods of standing, walking, bending, twisting, balancing, crouching, kneeling, and reaching necessary to carry out the duties of the job.
• Dexterity requirements range from simple to coordinated movements of fingers/hands/arms, feet/legs, and torso necessary to carry out the duties of the job.
• Occasional lifting/carrying of objects with a maximum weight of fifty pounds.
• Must be able to cope with the physical and mental stress of the position.
• Must be able to move frequently throughout the workday.
• Must be able to pay close attention to details and concentrate on work.
• Must possess the ability to record, convey, and present information, explain procedures, and follow instructions.

WORK SCHEDULE/COMPENSATION/BASE PAY GRADE SCHEDULE

This is a full-time, non-exempt position under the Fair Labor Standards Act. The standard work schedule is Monday through Friday, 8:00 a.m. to 4:00 p.m., with a 1 hour paid lunch. Occasional evening or weekend hours may be required for board meetings, deadlines, or special events.

In accordance with federal law and the District's status as a local government entity, this position is eligible for compensatory time (comp time) rather than paid overtime. Comp time will accrue at 1.5 hours for each hour worked in excess of 40 hours per week and must be used with supervisory approval. Accruals are subject to applicable federal limits and internal policies.

The Office Administrator (In Training) position follows a tiered salary structure aligned with education, experience, and tenure, with clearly defined performance benchmarks required for annual progression. Advancement through the salary schedule is not tied to a fixed calendar date, but rather to the employee's demonstrated ability to meet the responsibilities and competencies outlined at each tier. While the standard advancement track is structured over 36 months, employees who exceed expectations and meet all benchmarks ahead of schedule may be considered for accelerated progression and earlier transition to full Office Administrator duties.

The District offers a highly competitive benefits package, including:

• 100% employer-paid premiums for Health, Dental, and Vision
• Employee Assistance Program and Wellness Benefits
• Employer contribution to Health Savings Account (HSA)
• PMRS pension plan with minimum 5% employer contribution (5-year vesting)
• 16 paid holidays, 2 floating holidays, and generous annual/sick leave
• 12 weeks paid parental leave after meeting eligibility
• Life Insurance after one year of employment
• Tuition reimbursement, Student Loan Reimbursement, and professional development support after meeting eligibility
• Technology Reimbursement upon meeting eligibility

The target total compensation for this position is $54,000, which aligns with the 50th percentile (P50) of comparable administrative roles in local government and conservation sectors. The starting base salary, excluding the retention bonus, ranges from $34,000 to $43,000, depending on education and experience. Structured, competency-based increases are built into the training program, with progression toward a base salary of $48,000 when the employee assumes full Office Administrator responsibilities. To support retention and internal equity, all employees in this position are eligible for a $6,000 annual retention bonus, disbursed quarterly in $1,500 increments and subject to annual Board approval. Base salaries have been adjusted accordingly to ensure total annual compensation remains within the established benchmark.

This position is open until filled

***The Indiana County Conservation District is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, or any other factor protected by law. The Indiana County Conservation District complies with the law regarding reasonable accommodation for handicapped and disabled employees.***