Administrative Officer Terminal Agency Coordinator (TAC)

Unified Government Of Athens-Clarke County

Job Location:

Athens, GA - USA

Monthly Salary: Not Disclosed

Posted on: 8 days ago

Vacancies: 1 Vacancy

Job Summary

Purpose & Job Related Requirements: REPORTS TO: Sheriff Sergeant Lieutenant Captain Major Chief Deputy or Sheriff (depending on assignment)
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System; requires successful completion of a six month probationary period.
PAY GRADE: 115
SAFETY SENSITIVE: No

Purpose of Job:
The purpose of the job is to provide administrative clerical and computer functions which provides support to assigned staff and Command Staff. Duties and responsibilities include but are not limited to preparing reviewing disseminating and/or filing routine correspondence and reports; maintaining inmate accounts and departmental records; assisting with developing and compiling various budget and financial documents; maintaining inmate telephone and kiosk systems receiving and disseminating calls mail messages or other correspondence; performing research functions; acting as a liaison between department government public and other parties.

Job Related Requirements
WORK SCHEDULE: Monday - Friday8:00 am to 5:00 pmwith occasional weekend work required.

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation responsible for the safety readiness and operation of the vehicle and must abide by ACCs safe driving policy.

Emergency Position
This position is designated as an emergency position that requires your attendance at work under all types of emergency conditions. Some examples of emergencies include inclement weather utility failure fire or other forced evacuations or as determined by the Manager.
Minimum Training & Experience Required to Perform Essential Job Functions: High school diploma or equivalent with three years of secretarial or administrative experience involving records management required; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this position.

Must possess a valid drivers license.

Must have or be able to obtain GCIC and TAC certification Within 180 days (6 months).

Must possess or have the ability to acquire Notary Public status.

Associates degree in Secretarial Sciences or related discipline preferred.
Essential Duties Responsibilities: The following duties are normal for this job depending on division assignment. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Works with 3 Administrative sections - Support Captain Operations Captain and Jail administrator.

Programs all pass cards on each control panel for control of unit doors.

Handles Inmate telephone system including Passwords pin number biometrics and subpoenaed phone calls.
Handles mugshot release for news media.

Screening of all inmate inquires for all 3-section administrators through the Inmate Jail Kiosk system.

Troubleshoots for all shifts (equipment forms disposition and software).

Stores and maintains confidential files.

Works with Social Security Administration.

Works with technicians for equipment repair Work with surrounding counties on housing needs and invoices.

Organizes the bond envelopes for delivery to courts of disposition.

Works with Appriss. Including approval of release on abnormal alarm volume.

Handles all subpoena is for phone calls including court appearances.

Maintains leave usage books for all jail employees.

Orders and maintain all office supplies.

Works with superior court to restrict access of jail management system for sealed record.

Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.

Prepares edits copies and/or generates routine correspondence letters memoranda forms reports and other documents via computer and/or fax.

Maintains appointment calendars; coordinates calendar activities; plans/schedules and appointments and facility usage meetings etc.; updates on a regular basis; contacts parties involved as appropriate.

Conducts staff meetings and assists departmental personnel with personnel matters and acts as liaison between the CCSO and employee on employee appeal procedures.

Assists in coordinating compiling and preparing annual departmental operating and capital budgets with each section Chief Deputy and monitors expenditures on a daily basis.

Fingerprints new employees for P.O.S.T. application and general public for miscellaneous reasons.

Interacts with department personnel elected officials criminal justice system personnel sales representatives attorneys judges and the general public to ensure efficiency and a positive department image.

Furnishes first report of injury report to Safety and Risk Management and maintain appropriate files.

Receives monies for payment of various fines fees and other chargeable services and prepares for distribution to appropriate departments.

Prepares deposit for inmate funds and maintains all payment records.

Reconcile bank statements for inmate funds and enter journal entries in the county financial system.

Assists internal and external auditors with account information for audits.

Maintains an ongoing spreadsheets to track all catastrophic inmate medical claims.

Serves as job expert or organization resource in assigned areas to include court appearances for subpoenaed documents or inmate phone calls.

Advises and assists customers applicants visitors personnel and/or officials regarding regulations policies and procedures.

Receives analyzes processes mediates and responds to complaints inquiries and requests for information and/or assistance received from the general public.

Retrieves computer records and enters or updates databases inmate accounts and keycard entry system into the jail. Create and maintain users and passwords for the Jail management system as well as all other software used for jail operations.

Prepares and/or generates routine correspondence letters memoranda forms reports and other documents via computer and/or typewriter; receives opens and reviews incoming mail; determines routing and distributes as appropriate; responds to routine correspondence; prepares outgoing mail; notarizes documents.

Prepares commission Agenda Reports serves as liaison coordinates daily activity types confidential information and performs secretarial and administrative duties for the Sheriff.

Assists internal auditors during Audit of Financial matters.

Responds to routine requests for information from officials employees members of the staff the public or other individuals.

Provides backup coverage in the absence of the Executive Assistant and other secretarial staff as designated.

Assists the accreditation Sergeant Internal Affairs Assistant Chief Deputy and Training Sergeant as needed.

Performs basic equipment maintenance involving computers printers copy machine software etc. and originates needed outside maintenance if necessary.

Assist in preparing requisitions for personnel ensuring appropriate signatures are obtained; maintains departmental personnel request files.

Submits orders to appropriate personnel to maintain all needed supplies for the Jail.

Serves as a Notary Public for the division; notarizes documents.

Knowledge Skills and Abilities
Knowledge of the policies procedures and activities of the Sheriff Office as they pertain to the performance of duties relating to the position of Administrative Officer.

Knowledge of the terminology used within the Sheriff Office.

Knowledge of financial reports bank statements spreadsheets and personnel documents and procedures and methods as required in the performance of duties.

Knowledge of word processing database and spreadsheet software.

Knowledge and ability to operate various office equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard.

Knowledge of applicable federal/state statutes unified government ordinances departmental policies and procedures and departmental methods as required in the performance of duties.

Knowledge of the Georgia Open Records Act and ability to perform duties as outlined in the Act.

Knowledge of how to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the position.

Knowledge of how to keep abreast of any changes in policy methods operations budgetary and equipment needs etc. as they pertain to departmental and human resource/personnel operations and activities.

Ability to compile organize prepare and maintain an assortment of records reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors and other staff members.

Ability to use independent judgment in routine and non-routine situations.

Ability to handle required mathematical calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Operate a computer and software programs relevant to the position.

Ability to comprehend and apply the regulations and procedures of the department.

Ability to plan/organize work daily assignments and work activities maintain records and write reports file management and basic bookkeeping data entry dealing with the public and oral and written communications.
Supplemental Information: (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORMESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard. Must be able to use body members to work move or carry objects or materials. This position requires: walking standing bending stooping pushing pulling lifting fingering grasping feeling seeing talking hearing and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional structural or compositional characteristics (whether similar to or divergent from obvious standards) of data people or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers assistants or supervisors.

LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation directions instructions methods and procedures. Requires the ability to prepare correspondence reports etc. using prescribed formats and conforming to all rules of punctuation grammar diction and style. Requires the ability to speak to people with poise voice control and confidence.

INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management

VERBAL APTITUDE:Requires the ability to record and deliver information to explain procedures and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative technical or professional languages including law enforcement radio codes and computer terminology.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; calculate percentages.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length width and shape visually with a variety of machinery and equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard.

MOTOR COORDINATION: Requires the ability to coordinate hands fingers and eyes accurately in using office/ computer equipment. Requires the ability to use the keyboard lift bend push and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as automated office equipment clerical supplies and computer supplies. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity national origin veteran status or genetic information. ACCGov is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodation to participate in the job application or interview process contact Leah Jagatic HR Coordinator Human Resources or.

Required Experience:

Purpose & Job Related RequirementsREPORTS TO: Sheriff Sergeant Lieutenant Captain Major Chief Deputy or Sheriff (depending on assignment)FLSA STATUS: Non-ExemptCLASSIFICATION: Personnel System; requires successful completion of a six month probationary period.PAY GRADE: 115SAFETY SENSITIVE: NoPurpos...

Purpose & Job Related Requirements: REPORTS TO: Sheriff Sergeant Lieutenant Captain Major Chief Deputy or Sheriff (depending on assignment)
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System; requires successful completion of a six month probationary period.
PAY GRADE: 115
SAFETY SENSITIVE: No

Purpose of Job:
The purpose of the job is to provide administrative clerical and computer functions which provides support to assigned staff and Command Staff. Duties and responsibilities include but are not limited to preparing reviewing disseminating and/or filing routine correspondence and reports; maintaining inmate accounts and departmental records; assisting with developing and compiling various budget and financial documents; maintaining inmate telephone and kiosk systems receiving and disseminating calls mail messages or other correspondence; performing research functions; acting as a liaison between department government public and other parties.

Job Related Requirements
WORK SCHEDULE: Monday - Friday8:00 am to 5:00 pmwith occasional weekend work required.

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation responsible for the safety readiness and operation of the vehicle and must abide by ACCs safe driving policy.

Emergency Position
This position is designated as an emergency position that requires your attendance at work under all types of emergency conditions. Some examples of emergencies include inclement weather utility failure fire or other forced evacuations or as determined by the Manager.
Minimum Training & Experience Required to Perform Essential Job Functions: High school diploma or equivalent with three years of secretarial or administrative experience involving records management required; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this position.

Must possess a valid drivers license.

Must have or be able to obtain GCIC and TAC certification Within 180 days (6 months).

Must possess or have the ability to acquire Notary Public status.

Associates degree in Secretarial Sciences or related discipline preferred.
Essential Duties Responsibilities: The following duties are normal for this job depending on division assignment. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Works with 3 Administrative sections - Support Captain Operations Captain and Jail administrator.

Programs all pass cards on each control panel for control of unit doors.

Handles Inmate telephone system including Passwords pin number biometrics and subpoenaed phone calls.
Handles mugshot release for news media.

Screening of all inmate inquires for all 3-section administrators through the Inmate Jail Kiosk system.

Troubleshoots for all shifts (equipment forms disposition and software).

Stores and maintains confidential files.

Works with Social Security Administration.

Works with technicians for equipment repair Work with surrounding counties on housing needs and invoices.

Organizes the bond envelopes for delivery to courts of disposition.

Works with Appriss. Including approval of release on abnormal alarm volume.

Handles all subpoena is for phone calls including court appearances.

Maintains leave usage books for all jail employees.

Orders and maintain all office supplies.

Works with superior court to restrict access of jail management system for sealed record.

Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.

Prepares edits copies and/or generates routine correspondence letters memoranda forms reports and other documents via computer and/or fax.

Maintains appointment calendars; coordinates calendar activities; plans/schedules and appointments and facility usage meetings etc.; updates on a regular basis; contacts parties involved as appropriate.

Conducts staff meetings and assists departmental personnel with personnel matters and acts as liaison between the CCSO and employee on employee appeal procedures.

Assists in coordinating compiling and preparing annual departmental operating and capital budgets with each section Chief Deputy and monitors expenditures on a daily basis.

Fingerprints new employees for P.O.S.T. application and general public for miscellaneous reasons.

Interacts with department personnel elected officials criminal justice system personnel sales representatives attorneys judges and the general public to ensure efficiency and a positive department image.

Furnishes first report of injury report to Safety and Risk Management and maintain appropriate files.

Receives monies for payment of various fines fees and other chargeable services and prepares for distribution to appropriate departments.

Prepares deposit for inmate funds and maintains all payment records.

Reconcile bank statements for inmate funds and enter journal entries in the county financial system.

Assists internal and external auditors with account information for audits.

Maintains an ongoing spreadsheets to track all catastrophic inmate medical claims.

Serves as job expert or organization resource in assigned areas to include court appearances for subpoenaed documents or inmate phone calls.

Advises and assists customers applicants visitors personnel and/or officials regarding regulations policies and procedures.

Receives analyzes processes mediates and responds to complaints inquiries and requests for information and/or assistance received from the general public.

Retrieves computer records and enters or updates databases inmate accounts and keycard entry system into the jail. Create and maintain users and passwords for the Jail management system as well as all other software used for jail operations.

Prepares and/or generates routine correspondence letters memoranda forms reports and other documents via computer and/or typewriter; receives opens and reviews incoming mail; determines routing and distributes as appropriate; responds to routine correspondence; prepares outgoing mail; notarizes documents.

Prepares commission Agenda Reports serves as liaison coordinates daily activity types confidential information and performs secretarial and administrative duties for the Sheriff.

Assists internal auditors during Audit of Financial matters.

Responds to routine requests for information from officials employees members of the staff the public or other individuals.

Provides backup coverage in the absence of the Executive Assistant and other secretarial staff as designated.

Assists the accreditation Sergeant Internal Affairs Assistant Chief Deputy and Training Sergeant as needed.

Performs basic equipment maintenance involving computers printers copy machine software etc. and originates needed outside maintenance if necessary.

Assist in preparing requisitions for personnel ensuring appropriate signatures are obtained; maintains departmental personnel request files.

Submits orders to appropriate personnel to maintain all needed supplies for the Jail.

Serves as a Notary Public for the division; notarizes documents.

Knowledge Skills and Abilities
Knowledge of the policies procedures and activities of the Sheriff Office as they pertain to the performance of duties relating to the position of Administrative Officer.

Knowledge of the terminology used within the Sheriff Office.

Knowledge of financial reports bank statements spreadsheets and personnel documents and procedures and methods as required in the performance of duties.

Knowledge of word processing database and spreadsheet software.

Knowledge and ability to operate various office equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard.

Knowledge of applicable federal/state statutes unified government ordinances departmental policies and procedures and departmental methods as required in the performance of duties.

Knowledge of the Georgia Open Records Act and ability to perform duties as outlined in the Act.

Knowledge of how to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the position.

Knowledge of how to keep abreast of any changes in policy methods operations budgetary and equipment needs etc. as they pertain to departmental and human resource/personnel operations and activities.

Ability to compile organize prepare and maintain an assortment of records reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors and other staff members.

Ability to use independent judgment in routine and non-routine situations.

Ability to handle required mathematical calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Operate a computer and software programs relevant to the position.

Ability to comprehend and apply the regulations and procedures of the department.

Ability to plan/organize work daily assignments and work activities maintain records and write reports file management and basic bookkeeping data entry dealing with the public and oral and written communications.
Supplemental Information: (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORMESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard. Must be able to use body members to work move or carry objects or materials. This position requires: walking standing bending stooping pushing pulling lifting fingering grasping feeling seeing talking hearing and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional structural or compositional characteristics (whether similar to or divergent from obvious standards) of data people or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers assistants or supervisors.

LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation directions instructions methods and procedures. Requires the ability to prepare correspondence reports etc. using prescribed formats and conforming to all rules of punctuation grammar diction and style. Requires the ability to speak to people with poise voice control and confidence.

INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management

VERBAL APTITUDE:Requires the ability to record and deliver information to explain procedures and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative technical or professional languages including law enforcement radio codes and computer terminology.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; calculate percentages.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length width and shape visually with a variety of machinery and equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard.

MOTOR COORDINATION: Requires the ability to coordinate hands fingers and eyes accurately in using office/ computer equipment. Requires the ability to use the keyboard lift bend push and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as automated office equipment clerical supplies and computer supplies. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity national origin veteran status or genetic information. ACCGov is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodation to participate in the job application or interview process contact Leah Jagatic HR Coordinator Human Resources or.