Administrative Specialist

This recruitment may be used to fill vacancies in multiple departments.

Salary Range: $39250 - $62254 Pay Grade: 10 Job Code: 99015 FLSA: Nonexempt

The purpose of this classification is to provide specialized administrative support for a department or large division. Administrative Specialists may be more broadly responsible for the administrative support functions of a smaller division. Work often requires a knowledge of departmental operations and procedures but can be learned by a modest amount of time in the job.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar related or a logical assignment for this classification. Other duties may be required and assigned.

Serves as liaison between the assigned department and other departments/divisions staff members County officials the public community leaders outside agencies or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

May serve as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; prepares personnel change forms; and maintains attendance records confidential personnel/payroll files employee rosters certifications background checks and related records.

Provides administrative/secretarial support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls mail e-mail and other communications and initiates appropriate action/response; records and transcribes dictation; types composes edits or proofreads various documentation; maintains calendars and schedules meetings appointments interviews or other activities; and coordinates travel arrangements accommodations conference registrations or related plans for department staff.

Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy and matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds

Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices purchase orders or other documents for accuracy; researches discrepancies assigns proper accounting/budgetary codes obtains proper signatures and forwards for payment; and maintains files and records.

Receives and sorts incoming documentation and materials; distributes/delivers incoming faxes subpoenas mail or other documentation to appropriate personnel; sorts organizes opens and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms reports correspondence schedules agendas or other documentation.

Performs customer service functions in person by telephone and by mail; provides information/assistance regarding department/division services procedures fees or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees fines or services; records transactions posts payments and issues receipts; balances cash drawers; and prepares revenues for deposit and forwards as appropriate.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives reviews records types and/or distributes documentation; enters data into computer systems; logs tracks or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files maintains and stores hardcopy records.

Performs data entry functions by keying data into computer system; enters retrieves reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.

Processes applications for department services such as licenses facility usage program enrollment employment or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; and administers work order program and opens/closes work order requests.

Maintains file system of various files/records for the department; prepares files organizes documentation and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record; and maintains current maps telephone lists directories operating manuals procedures and other reference materials.

Provides administrative support for boards committees or other meetings; prepares meeting agendas packets and related documentation; coordinates meeting rooms/facilities equipment and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers property owners or others as required; prepares and distributes agendas meeting notices meeting packets and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; and maintains official records.

Maintains department webpage social media and online enrollment; uploads pictures schedules brochures and other events and information; adds upcoming events to calendar; posts news and announcements; enters and maintains information regarding classes and fees; processes registrations memberships and rentals; runs reports and prints class lists; and assists customers with creating user accounts and site navigation as needed.

Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices agendas and meeting packets; coordinates room reservations setup refreshments and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives reviews records types and/or distributes documentation; enters data into computer systems; logs tracks or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files maintains and stores hardcopy records.

Conducts research of department files database records hardcopy materials internet sites or other sources as needed.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; and initiates requests/orders for new or replacement supplies.

Communicates with supervisor employees volunteers other departments County officials other municipalities government agencies attorneys engineers contractors vendors sales representatives customers the public community organizations outside agencies and other individuals as needed to coordinate work activities review status of work exchange information or resolve problems.

Minimum Qualifications:

High school diploma or GED required; two years of clerical administrative support customer service or records management experience; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job.

Specific License or Certification Required: May require possession and maintenance of valid State of Georgia Notary Public certification.

Supplemental Information:

*To be considered for this position applicants must successfully pass a pre-hire assessment. Qualified applicants will receive an email invitation with a link to complete the assessment. Applicants are encouraged to monitor their email inbox including spam or junk folders to ensure timely completion.

The assessment will evaluate the following skill areas: Typing Filing Spelling Microsoft Word Math and Proofreading. Applicants must carefully read and follow all instructions prior to beginning each assessment module. The time limit for each module will be displayed on screen and is outlined below.

Total Assessment Time: Approximately 68 minutes

*An offer of employment iscontingent upon the successful completion of a background investigation and pre-employment physical and a drug/alcohol screen.